Study Leave Guidance

01 August 2024

 

Individual study leave funding is available to support the achievement of competences as defined by the specialty curricula. Postgraduate doctors in training (PG DiTs) should ensure that curriculum requirements are relevant to their specialty and stage of training to claim for time and funding. Enhanced knowledge or career development activities should be registered on their PDP (personal development plan) in order to claim time and funding as appropriate and should be discussed with and approved by their Educational Supervisor (ES). There is also career progression support which should also be included on their PDP to claim time and funding as appropriate.

The Study Leave Guidance below and newly produced Course List (updated 1 August 2024) provides the relevant information for PG DiTs when claiming study leave.

PG DiTs should apply for study leave time and reimbursements through their employing Trust and work to the Trust policy for claims.

Exceptions until further notice are the following specialties. Please check with your postgraduate medical education office and discuss with the medical education manager.


The principles, application process and funding allowance within this guidance takes precedence over any categorisation of any named course on the course list.

Any queries PG DiTs have regarding Study Leave should be directed to the Postgraduate Medical Education Team at their Trust. 

There is also a school’s Annual Development Plan which references regional training courses planned for the next academic year; the reference number should be used when/ if requesting time and claiming any reimbursement for attending these courses. Please see below.

Study Leave Documents

Study Leave Guidance

Introduction

General Study Leave Information

Principles of Study Leave

Public Sector Equality Duty

Time for Study Leave

Acronyms

Appeals Process

Roles and Responsibilities:

Funding:

Overseas:

Expenses:

Courses:

Teaching and Training:

Out of Programme:

Foundation:

Primary Care:

Academic Clinical Fellows and Academic Clinical Lecturers: 

MRCPsych:

 

Introduction


This guidance sets out the reviewed study leave arrangements for all PG DiTs who come under the remit of the Workforce, Training and Education Directorate for NHS England Southwest. Throughout this document referred to as NHSE SW.

It applies from the 01 August 2024 for all eligible PG DiTs and supersedes any other guidance.

The August 2023 Study Leave Guidance applies for all applications submitted up to the 31 July 2024.

The principles for Study Leave apply across all specialties. However, the processes for Foundation, Primary Care and Psychiatry PG DiTs in the Severn area are managed differently. Please refer to the NHSE SW website for more detailed information relating to these specialties. 

Any changes to local and/or national policy or practice will be amended through this guidance and updated accordingly.

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General Study Leave Information 

  • It is the responsibility of the Trust to ensure that study leave claims are managed according to the guidance.
  • It is expected that study Leave should only be approved once the PG DiT have completed all statutory and mandatory training, but this is not compulsory.
  • Requests for study leave time and reimbursement should be made to the PG DiTs employing Trust following the Trust local application process (excluding Overseas Study Leave).
  • General inquiries, except for Overseas Claims, from PG DiTs that come directly to the NHSE SW will be re-directed to the employing Trust office to respond.
  • PG DiTs are unable to be reimbursed for any courses attended if they are on annual leave days.
  • Study leave days are taken as part of the PG DiTs working days. If it is necessary to take them on non-working days (e.g. weekend or rostered day off), then time in lieu days should be agreed with the ES at the time of agreeing the study leave, within a reasonable time frame from the activity. Both the ES and the PG DiT should ensure this does not make the PG DiT breach their contract requirements on hours worked or European Working Time Directive (EWTD).
  • If study leave time is not allocated to the activity the Trust will be unable to reimburse the PG DiT.  
  • PG DiTs should refer to the course list for approved / acceptable courses to attend.
  • PG DiTs should not commit to the costs of any course activity or events until the full approval has been received. Any costs incurred by the PG DiT without having prior approval will be borne by the PG DiT.
  • Payments for individual study leave requests will be made to PG DiTs through their payroll process by the employing Trust following attendance at the course. (Exceptions to this are Primary Care PG DiTs in a practice setting and Psychiatry PG DiTs in Severn). 
  • If a PG DiT is unable to attend an event because of ill health and is unable to recover some or all of any advance costs, the PG DiT should inform their trust administrator in accordance with the Trust policy. The TPD or HoS will be required to determine the legitimacy of the reasons and make the final decision for payment.
  • Payment should be made through the employing Trust and comments noted by the Trust administrator on the monthly report.
  • If a PG DiT is unable to attend an event or part of an event because they have been required to work by their employer, the cost will be met by the employer.
  • PG DiTs should provide proof of attendance and other receipts for external courses to the Trust when applying for reimbursement. 
  • Receipts will be required for all claims.
  • Notwithstanding the requirements as set out above, PG DiTs must submit their expenses with adequate time for this to be processed by the Trust office. The expected timeframe would be at least 6- 8 weeks after the event and NO LATER than 3 months of having attended a course and having paid for it. This is in line with NHS Financial Regulations and NHS Terms and Conditions.  
  • The timeframe is required by all NHS employees and provides the PG DiTs with adequate time to submit a claim.
  • Any claims submitted AFTER the deadline will not be reimbursed.
  • PG DiTs are able to be reimbursed if they move from one Trust to another providing they have complied with the study leave guidance and policy process to secure a place at an event or training course.  It is also advisable to ensure that they discuss this with their rotating Trust to ensure they are aware of a potential reimbursement claim.


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Principles of Study Leave

NHSE South West - Workforce, Training and Education Directorate is committed to: 

  • Ensure every PG DiT has the opportunity to gain the competences relevant to their level of training as defined in each curriculum. This means that the NHSE SW Study Leave Team will direct funding towards curriculum delivery as a priority.
  • Improve quality and access to study leave and curriculum support.
  • Work in collaboration with our Trusts, educators and PG DiTs.
  • Ensure equity of access to relevant education and development opportunities required by curricula.
  • Support delivery of courses and learning opportunities which are explicitly required by the relevant curriculum.
  • Provide support, in line with the guidance, for other reasonable education and development opportunities, relevant at the time of a PG DiTs training programme and which have been considered significant as part of a PG DiTs personal development plan (PDP).
  • Ensure a course list, provided by the school and specialty, to enable PG DiTs to manage their study leave appropriately. 
  • Requests for study leave where the course fees cost in excess of £1000 must be discussed in advance with the PG DiTs TPD. They will also require NHSE SW approval.

NB - This does not include overseas courses, postgraduate courses or higher qualifications. Please refer to these subject areas separately in the document.

It is important that PG DiTs: 

  • Refer to the provided course lists by their specialty to access funds. 
  • Take responsibility to ensure that training opportunities are accessed at the relevant time in their training and when it is most appropriate to the needs of the training programme. 
  • Attend courses virtually or based in the South West wherever possible in order to make best use of funds.
  • Should discuss their curricula and personal study leave requirements with their ES and/or TPD at the start of each placement and at each educational review to ensure requirements are relevant. 


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Public Sector Equality Duty

We will review this guidance annually and following any changes to national policy as they occur to ensure that this guidance will not have an adverse impact on any PG DiT groups.

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Time for Study Leave

  • All study leave time will need to be allocated to the activity. The Trust will be unable to reimburse the PG DiT for any study leave time that is not allocated to the activity.
  • Each PG DiT will have an annual entitlement of 30 days study leave, with the exception of Foundation Year 1, who have an annual entitlement of 15 days. Core Psychiatry study leave is encompassed in the MRCPsych requirements so may have circa 15 days or less to attend other courses. Please check with the core course organiser. PG DiTs study leave will take the form of a regular scheduled teaching/training session as agreed locally.  
  • Study leave for PG DiTs at Foundation Year 2 and above will include periods of regular scheduled teaching/training sessions, and may also, with approval from the ES and Service Manager, include:
    • Undertaking an approved external course.
    • Periods of sitting (or preparing for) an examination for a higher qualification where it is a requirement of the curriculum.
    • Regional teaching and training days are included in the 30 days allowance, and the time off will need to be applied for prior to attendance. 
  • NHSE SW supports the use of time for private study leave (up to 5 days from their allocated study leave days) to support exam revision but only where this fits in with the policies and service requirements of the department in which they will be employed at the time of the study leave. PG DiTs need to be mindful of any impact of their taking private study leave on colleagues sitting the same exams.  
  • PG DiTs attending local teaching should not submit an expense claim. 
  • For the purposes of allocating time for study leave, each PG DiTs study leave year runs from the changeover date of their programme to the changeover date in the following year (e.g. for programmes with nationally agreed start dates in August, the leave year is from the first Wednesday in August until the last Tuesday in August the following year).
  • PG DiTs who start or complete their training part way through the study leave year will have a pro-rata entitlement until the end of their programme’s leave year.
  • Less Than Full-time (LTFT) PG DiTs will have a pro-rata entitlement. 
  • Unused study leave entitlement cannot be carried forward to the next leave year.
  • Where a PG DiT takes parental leave, their entitlement to study leave continues. This may be taken during ‘keeping in touch’ days if it is relevant and appropriate to support CCT (maximum of 10). Alternatively, it will accrue and should be taken at a later date. However, the accrual of study leave will depend on the requirements of the curriculum for the individual’s stage of training and to ensure the needs of service delivery can be safely met.
  • The entitlement to Study Leave ends once a PG DiT reaches CCT. PG DiTs are not entitled to Study Leave during the Period of Grace.


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Acronyms

Letters

Meaning

Description

PG DiT

Postgraduate Doctor in Training

PG DiT are responsible for enhancing their education, training and professional development in their speciality.

ES

Educational Supervisor

ES are responsible for providing guidance and careers support to doctors in training.

TPD

Training Programme Director

TPD are responsible for managing the specialty training programmes, ensuring they deliver the specialty curriculum.

HoS

Head of School

HoS role is to advise and support in their role of commissioners of the educational programmes.

PDP

Personal Development Plan

PDP is a structured process to help develop and enhance knowledge, skills and experience to progress further in a career.

ADP

Annual Development Plan

ADP for each school provides an overview of any planned regional teaching. Each event has a related reference number.

NHSE SW

NHS England South West

Funding approvals. Senior Panel for approvals of Overseas and >£1000 application requests in line with the Study Leave Guidance. Email Address: england.studyleave.sw@nhs.net

 

























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Appeals Process

An appeal should only be submitted if a PG DiT believes the process has not been followed fairly and consistently.

An appeal should not be submitted if the postgraduate doctor considers the outcome unfair although this may be affected if the process is deemed to be incorrect.

  • If a PG DiT has reason to believe that their study leave application was processed unfairly or incorrectly, they are able to request a review of the process by making a written submission to NHSE SW. PG DiTs should use the email address england.studyleave.sw@nhs.net with the subject title “Appeal Process for Study Leave”.
  • This should include the reason/s for the appeal of the process and any evidence to support their appeal.
  • All written submissions must be sent with the original application form and outcome received. This should be made within10 working days of being notified of the outcome.
  • Receipt of the appeal will be acknowledged within 5 working days.
  • Members of the NHSE SW Workforce, Transformation & Education Senior Team or the members from the SW Study Leave Oversight Group will review the evidence submitted and whether the process was followed fairly, as stated in the Southwest Study Leave Guidance. They will, as a result of this review, consider whether the outcome was fairly and equitably reached.
  • The PG DiT will receive a response within 10 working days from the acknowledged receipt of the complaint.

The decision from the senior panel following the appeal is final.

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Roles and Responsibilities:

Educational Supervisor (ES)

  • To ensure they enact the guidance in line with the requirements and liaise with the TPD and HoS to ensure there is clarity in the decision-making and approval process.
  • To familiarise themselves with the course list for their speciality.
  • To discuss personal development plans which are aligned to the postgraduate doctor’s needs at that time in their training. All mandatory training should be completed prior to any approval for study leave. Career progression activity should only be approved if the core competencies are being met satisfactorily.
  • To ensure courses/educational activities are approved at the right time in training. 
  • To verify the postgraduate doctor has met the core curriculum requirements before approving study leave.
  • To authorise study leave in a timely manner as applicable.
  • Not to approve retrospective requests for time nor payments under any circumstances.

 
Head of School and Training Programme Director (HoS & TPD)

  • To work collaboratively with TPD and/or ES to assist with identifying their educational training programmes, both local and regional.
  • To provide support to update the course list for their speciality on an annual basis.
  • It will be the responsibility of the HoS to provide NHSE SW with their Annual Development Plan and NHSE SW will confirm to the HoS the funding allocated to support these courses. Each course will have a unique reference number and must be included against the expenditure on the monthly return. (PG DiTs should be able to gain access to the unique reference number on the NHSE SW website for regional teaching days if they wish to self-certify attendance and claim any expenses related to that event).
  • Deviations from study leave guidance can be discussed with the Head of School, who can make a discretionary decision. 
  • To offer advice, clarification and approval for study leave if required.
  • Assess where a course or equivalent is available locally or regionally, funding should only be approved in truly exceptional circumstances for a postgraduate doctor to undertake the course elsewhere.
  • To work collaboratively with NHSE SW to ensure that study leave funding is managed with integrity, according to the principles of this Guidance, ensuring equity and fairness is applied in the process.


NHS England South West (NHSE SW)

  • To ensure that study leave funding is managed with integrity, according to the principles of the Study Leave Guidance, ensuring equity and fairness is applied in the process.
  • To ensure requests for funding are considered on a case-by-case basis and budget allowing.
  • To provide a unique reference number for funding approvals for courses on the ADP and approved overseas funding requests.
  • Adhere to the conditions as set in the study leave guidance.
  • Continue to provide PG DiTs with an opportunity to access funding for postgraduate certificates through the competitive Bursary application process.
  • Postgraduate Diplomas, Masters and PhD courses will not be funded under any circumstances.
  • Ensure any retrospective claims are sent to the appropriate Trust, as NHSE SW are unable to support retrospective claims under any circumstances.
  • Process appeals in accordance, as outlined in the study leave guidance.
  • Working collaboratively with the Study Leave Senior Panel to ensure the process is followed fairly, as stated in the Study Leave Guidance.
  • Working collaboratively with the Study Leave Oversight Group members and Trusts to ensure a mutually fair, transparent and equitable process is in place.
  • Continue to review the integrity of the process to ensure it is providing what is needed to process the study leave claims and payments.
  • Process the Monthly Returns provided by the Trusts for the purposes of reimbursement.
  • It is the responsibility of NHSE SW to update Trusts and PG DiTs on any changes to the national principles for Study Leave.

Postgraduate Doctors

  • Should only apply for study leave when they have completed their mandatory training.
  • Should familiarise themselves with the course list for their speciality.
  • Should gain TPD or HoS approval of any courses not on the course list or over £1000 (course fees only).
  • Should prioritise their application for study leave in line with their needs at the point of training and consider the integrity of the requests for training which are not aligned to their curriculum requirements.
  • Must meet the standards expected of them, in accordance with their obligation to demonstrate professional integrity, when applying for a course, event or conference. 
  • Will be expected to adhere to the NHS Financial Regulatory Terms and Conditions when submitting a claim.
  • Must be aware of local policies, where some units require a notice period of at least 8 weeks prior to applying for a course (e.g. overseas requests).
  • Should ensure they apply for local approval of study leave in good time after discussion with, and the approval of, their ES (or TPD or HoS where applicable).
  • Must apply for study leave using the local provider system.
  • Must seek approval for time off in advance and approval for the time must be approved by the postgraduate doctor’s Rota Coordinator (or equivalent).
  • Should not commit to the costs of any course activity or events until the full approval has been received. Any costs incurred by the PG DiT without having prior approval will be borne by the PG DiT.
  • PG DiTs should provide proof of attendance in line with the Trust policy for other courses for which they are claiming study leave time and/or costs. 
  • All applications for study leave approval must be made in advance to the employing Trust with the exception of requests for overseas courses/conferences (See the Overseas section in this guidance);
  • Where a PG DiT rotates to a different region, they will follow the study leave policy/guidance of that region.

 
The Postgraduate Medical Education Team (Trust Based)

To make certain the Principles of Study Leave are managed by:

  • Ensuring probity of allocation, expenditure and approval is applied equitably and fairly.
  • Ensuring they provide to NHSE SW the information required as set out in this guidance.
  • Ensuring funds are allocated correctly and to support delivering quality educational activity that meets the PG DiT and local needs.
  • Working collaboratively with the Study Leave Oversight Group members and Trusts to ensure a mutually fair, transparent and equitable process is in place.
  • Working collaboratively with the HoS (and/or TPD). 
  • Ensuring the Study Leave process is fit for purpose.
  • Each Local Education Provider Education Centre is expected to keep a clear and concise record of all study leave time taken by individual PG DiT. This must be submitted in a timely manner on a monthly basis to NHSE SW.
  • All staff involved in the approval of study leave must ensure that they are familiar with and follow NHSE SW Study Leave Guidance. This is essential if we are to ensure that study leave funding is allocated in a fair, equitable and consistent way.
  • Ensure through discussion with clinical leads and/or process that payment is made appropriately and in a timely manner.
  • Where a PG DiT takes maternity leave the Trust will ensure that their entitlement to study leave continues, this may be taken during ‘keeping in touch’ (KIT) days or will otherwise accrue to be taken at a later date.
  • The Trust will ensure that Less Than Full-time (LTFT) and academic PG DiTs will have equitable access to study leave.


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Funding:

Funding Approval

It is the responsibility of the TPD or HoS to ensure that a PG DiT is attending an appropriate course and if costs are over £1000, that it is value for money to attend.

It is the responsibility of the PG DiT to ensure they have:

  • Read and understood their Trust policy and process when requesting Study Leave time and claiming any reimbursements.
  • Read and understood the NHSE SW Study Leave Guidance.

It is the responsibility of the Trust, as an employer, to ensure PG DiTs have been inducted into the Trust and have been provided with the Trust Policy and process how to request study leave and claim their reimbursements.

It is the responsibility of NHSE SW to update Trusts and PG DiTs on any changes to the national principles for Study Leave.

  • Course fees that cost more than £1000 require NHSE SW study leave team approval. The HoS/TPD are unable to grant approval for these courses.
  • Courses requested must be on the PG DiTs PDP. (Where required for the categories they should also be on the course list).
  • Funding will be supported by NHSE SW for courses which are on the Annual Development Plan (ADP). Please ensure the ADP reference number and detail of the course are included on the PG DiTs claim for expenses to the Trust study leave office.
  • Regional training days should not incur a cost against the study leave budget for PG DiTs. However, PG DiTs may apply for travel expenses to be reimbursed in accordance with this Guidance.

Funding Arrangements

The study leave budget has been held centrally with NHSE SW since 1 April 2018.

There is a finite budget for each region to support the fundamental principle of study leave. The main use of the study leave budget is for educational purposes to gain the competences defined in each curriculum.

Examples of funding arrangements include:

  • Regional Study days.
  • Other regionally commissioned internal courses which meet curriculum requirements, such as the Professional and Generic Skills courses (travel costs only and in some instances overnight accommodation).
  • Courses which are explicitly required by the relevant curriculum and on the course list.
  • Courses which are a cost-effective way of delivering parts of the relevant curriculum.
  • Life support courses (e.g. ALS, ATLS, APLS) when these are curriculum requirements. (See Course List)
  • Other training, which is not required by the curriculum, but has been agreed in the PG DiTs PDP and is on the course list (PG DiTs may be required to contribute towards these courses).
  • Other individual training needs which support career progression and have been agreed in the PG DiTs PDP and are on the course list (PG DiTs may be required to contribute towards these courses). Please refer to the application flowchart to ensure timeframes for applications are adhered to. 
  • Any mandatory/statutory training courses should be funded locally by the employing Trust.
  • Refresher life support courses that are employment requirements and not curriculum requirements, should be supported by the Trust.

 

Funding for Courses

Courses are classified in 3 categories: 

Category 1:

Mandatory Requirement

Fully Funded


Cat 1 is a mandatory requirement of the curriculum where PG DiTs are unable to achieve competences through their training programme or regional teaching and to achieve Certificate of Completion of Training (CCT).

  • A course must be on the course list to be funded. These courses are fully funded.  
  • Any course over £1000, on the course list requires NHSE SW study leave team to approve prior to approval by the Trust. The request for approval should be sent to NHSE SW study leave team by the employing Trust ONLY. HoS/TPD's are unable to grant approval for these courses.
  • Courses NOT on the course list at the start of the academic year will not be funded.
  • The course list will be updated at the start of each academic year only. 
  • All activity will need to be allocated to study leave time. The Trust will be unable to reimburse the PG DiT for any study leave time that is not allocated to the activity.

It is the responsibility of the employing Trust to manage any requests for retrospective claims. NHSE SW are unable to support retrospective claims under any circumstances.

Category 2:

Enhanced Knowledge

Fully Funded


Enhanced knowledge is not recognised as a requirement for the PG DiTs curriculum; however, activities will help the PG DiT complete parts of the curriculum. It is expected that those applying for these courses will have met their core curriculum competencies for their stage of training.

  • A course must be on the course list to be funded. These courses are fully funded.  
  • Any course over £1000, on the course list requires NHSE SW study leave team to approve prior to approval by the Trust.  The request for approval should be sent to NHSE SW study leave team by the employing Trust ONLY. HoS/TPD's are unable to grant approval for these courses.
  • Courses NOT on the course list at the start of the academic year will not be funded.
  • The course list will be updated at the start of each academic year only. 
  • All activity will need to be allocated to study leave time. The Trust will be unable to reimburse the PG DiT for any study leave time that is not allocated to the activity.

It is the responsibility of the employing Trust to manage any requests for retrospective claims. NHSE SW are unable to support retrospective claims under any circumstances.

Category 3:

Career Progression - Discretionary

Part Funded – 50%


Cat 3 is a course which would support career progression (not required to achieve CCT).

Career Progression courses should only be required at the latter stage of training. These courses will only be approved for funding if the PG DiT has achieved their core curriculum competencies for their stage of training and it is on their PDP.

  • PG DiT will be asked to contribute 50% of the cost of the course.
  • Courses not on the course list may be approved by the employing Trusts (if under £1000) subject to TPD approval and the course is on the PG DiTs PDP.
  • Subject to the appropriate criteria being met any course fees over £1000 will require NHSE SW study leave team approval.  The request for approval should be sent to NHSE SW study leave team by the employing Trust ONLY with the endorsement of the HoS/TPD.
  • All activity will need to be allocated to study leave time. The Trust will be unable to reimburse the PG DiT for any study leave time that is not allocated to the activity.


Important: There are some courses whereby categories do not apply and have separate funding arrangements as detailed in the study leave guidance.

These courses are listed below with links to the related guidance:


It is the responsibility of the employing Trust to manage any requests for retrospective claims. NHSE SW are unable to support retrospective claims under any circumstances.

 






















































Funding Requests for Other Regional Training Events

Occasionally PD DiT would like to deliver extra regional training events and these may be supported. PG DiTs should discuss their plans with their TPD and/or HoS.

Applications for funding should be sent to NHSE SW study leave team.

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Overseas:

Principles for Overseas Study Leave

  • International Study Leave is not an entitlement and, in general, should usually only be contemplated by exception. International Study Leave should occur when the learning outcomes from the course/conference are not available in the UK (joint societies with a UK and Ireland remit for these purposes are considered as UK). Notwithstanding the aforementioned approval would be required by the Postgraduate Dean or delegated approver at the Postgraduate Medical Education Team.
  • The principles, application process and funding allowance within the guidance takes precedence over any categorisation of any named course on the course list.
  • One overseas conference/meeting, providing all other curriculum requirements are met, will be considered for each PG DiT for any one programme, which can be defined as Foundation, Core, Higher or otherwise every three years (so as not to disadvantage doctors on a run-through programme).
  • PG DiTs will be expected to provide a clear and descriptive supporting statement explaining why competencies gained from an activity cannot be achieved from local and/or regional programmes, what will be their personal gain, as well as how it will enhance the needs of the wider NHS agenda. 
  • Courses that include leisure activities will be scrutinised. Only the educational component may be supported.
  • Funding for overseas study leave will only be considered if there is a documented discussion with the ES about the clear need of the course/conference to meet curriculum requirements, the course/conference provides a clearly stated curriculum outcome and one of the following criteria is met: 

1)    For conferences, when the applicant is the first author and sole presenter of a paper which has been accepted for a poster
       or presentation. This poster or presentation must be based on the PG DiTs own research undertaken as part of a clinical
       training programme or an NIHR recognized academic clinical fellowship or clinical lectureship.
2)    For other courses or activities when there is no equivalent course or activity in the UK. For example: an international
       conference for a very small specialty which does not have a conference.
3)    When the funding required is less than that of attending the cheapest equivalent activity in the UK it is the PG DiTs
       responsibility to provide evidence of this when applying for funding.

  • For clarity except for criterion 3, funding will be limited to one overseas activity per training programme or one overseas for any one programme, which can be defined as Foundation, Core, Higher, or otherwise every three years.
  • It has been nationally agreed that joint UK and Irish Society meetings will not be counted as an overseas conference when they are held in Dublin, Ireland.

Travel to Ireland:

Clarification:

Locations in Northern Ireland e.g. Belfast

Classed as part of the UK for travel.

Locations in the Republic of Ireland e.g. Dublin

Classed as Overseas for travel.

 

  • If service requirements prevent attendance at a UK based educational opportunity, an international alternative/equivalent could be considered.
  • An overseas conference/meeting where the individual will attend remotely (not in person) will usually not be considered as International Study Leave. However, the suitability of the specific conference/meeting and remote attendance fee should be discussed between the PG DiT and their ES/equivalent and will be categorised as appropriate for the speciality course list. The TPD/equivalent should also be consulted to confirm the impact factor/quality of the specific international conference/meeting proposed.
  • If an individual wishes to fund a period of International Study Leave by other means, the ES/equivalent should still ensure the activity aligns to the curriculum or PDP. This must be the case for any period of International Study Leave irrespective of how it is funded.

Overseas Study Leave Application and Approval Process

  • The application process includes application for funding and application for time. Application for time is through the employing NHS Trust in accordance with local Trust policy.
  • Application for funding should be submitted to the NHSE SW Study Leave inbox with the costs, full agenda/conference details attached. Costs for accommodation and travel should also be included. The email subject heading should read “Overseas REQUEST for Study Leave” and sent at least a minimum of 8 weeks prior to the event.
  • (Click here for the Overseas Application Form)
  • Where there are different ranges of fees for the event and approval is given to attend, PG DiTs will only be reimbursed for the early bird fees. Membership fees which are included in the event fees will not be reimbursed. 
  • Upon receipt the application is logged and dated and the PG DiT will receive an email acknowledging receipt. This will be within 4 working days of receiving the application. 
  • PG DiTs should not commit to the costs of international events until approval has been received. Study leave applications for overseas activity must be approved by the Southwest Postgraduate Dean or the nominated deputy BEFORE applying for reimbursement. 
  • It is the PG DiTs responsibility to ensure the application is submitted to the correct email addresses and in time for it to be processed by both the employing Trust and NHSE SW.
  • A decision will be returned between 5 to 10 working days from the date of the acknowledged receipt email. If approved a copy of the outcome and reference number will be sent to the PG DiT and the employing Trust in order to facilitate a smooth process for reimbursement.
  • It is important to ensure that PG DiTs provide all the information required in order for NHSE SW to make an informed decision. The application must be signed by the ES/TPD or HoS, whichever is appropriate to the needs of the request. Confirmation from the sponsor’s email will be accepted if a signature is difficult to obtain stating they support the application under the terms of the overseas guidance requirements. 
  • Applications will be returned if there are any details missing or if there is insufficient information. This may delay a PG DiTs application and fail to meet the required timescale. 
  • Events where PG DiTs require longer than 4 days attendance will need to be agreed by the HoS and in some cases, funding may only be reimbursed according to the involvement of the postgraduate doctor at the conference.
  • PG DiTs cannot claim for any reimbursement to an overseas event if they are using annual leave. 
  • If a PG DiT meets the application criteria and their application receives approval, NHSE SW will consider funding either the cost of the course/conference fees or the cost of economy travel and/or accommodation whichever is the lower amount.
  • Requests for reimbursement of overnight accommodation costs will only be granted where it is not reasonable to travel on the day of the event or end of the event. Overnight accommodation is in alignment with the UK agreed rate. Subsistence expenses will not be reimbursed by NHSE SW.
  • Subsistence and travel whilst abroad must be met by the PG DiT.
  • Travel to the airport in the UK will be reimbursed at the most economical rate, which may be the equivalent to standard rate train fares or coach. Airport car parking or taxi fares will not be reimbursed. 
  • PG DiTs will be given a reference number for the application and this should be given to the Trust, along with any other documentation required by their Trust when submitting a claim. The Trust will include this on the Monthly Study Leave Return. Trusts are unable to reimburse a PG DiT without the allocated reference number.
  • PG DiTs should not send any claims for reimbursement to NHSE SW as they are unable to process these. 
  • If an external body such as a Medical Royal College suggests a PG DiT attends an international conference, NHSE SW will expect that body to contribute at least 50% of the costs. 
  • Overseas revision courses will not be approved.
  • Any costs incurred by the PG DiT without having prior approval will be borne by the PG DiT.
  • On the rare occasion that a PG DiT can attend an international event that has no associated registration or course costs, the amount of support towards travel and accommodation will be limited to the amount that the PG DiT would have normally been expected to pay for registration or course costs. PG DiTs will be expected to provide evidence of the normal event or registration costs to support their claim. If this evidence cannot be provided there will be a limit of £150 (equivalent of one overnight stay) to support PG DiTs attendance at the international event. 
  • It is the responsibility of the employing Trust to manage any requests for retrospective claims. NHSE SW are unable to support retrospective claims under any circumstances. 

 

Overview of Overseas Study Leave

The overseas study leave section must be reviewed for the full details, but please see the below table as a quick reference guide:

Overseas Study Leave Criteria – Included but not limited to:

Application for Time

Submitted through the employing Trust in accordance with their local Trust policy.

Annual Leave

Reimbursement for time to an event cannot be claimed if using annual leave.

Conferences

When the applicant is the first author and sole presenter of a paper which has been accepted for a poster or presentation.

Courses/activities

Overseas study leave will only be considered if no equivalent course or activity is being held in the UK.

Attendance

Events where attendance will require longer than 4 days will need to be agreed by the HoS, based on event involvement.

Funding

Limited to one overseas for any one programme, every three years. Subsistence and travel whilst abroad are not supported.

Funding Application

Submitted to the NHSE SW Study Leave inbox with full details, a minimum of 8 weeks prior to the event.

Approved Applications

The allocated reference number will be required by your Trust. They will be unable to reimburse a claim without this number.

Expenses

Any costs incurred by the PG DiT without having prior approval will be borne by the PG DiT.

Retrospective Claims

NHSE SW are unable to support retrospective claims under any circumstances. 

 

































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Expenses:

Excluded Expenses

We are unable to fund the following:

  • Enrolment on to a training programme and payment for portfolio access.
  • Statutory and mandatory training required by employers.
  • Other employer-related leave.
  • Courses for specialty examinations during the Foundation Programme.
  • Interview Leave of any type e.g. consultant posts.
  • Courses set up or attended in preparation for a consultant post.
  • Courses not on the course list, except for Category 3 - subject to specific criteria.
  • More than 2 revision courses if not provided by the school and if there is a clearly defined exceptional need, such as a recommendation from the Professional Support and Wellbeing team at the Deanery, (PSW SW) or the ARCP Panel/HoS has recommended a PG DiT to attend. Please see Exam Preparations / Revision courses (including Question Banks).
  • Travel, accommodation and subsistence relating to employer related requirement.
  • Professional examination fees at any point of training e.g. FRCP exams. 
  • Retrospective applications - i.e. applications submitted after the course start date (irrespective of circumstances).
  • Fees for courses that are booked and not attended.
  • Fees for courses not approved.
  • Postgraduate courses e.g. Masters - see postgraduate courses.
  • Conventions or Ceremonies
  • Royal college membership fees/ E-portfolio fees.
  • Subscription fees.
  • Open access journal publications.
  • Printing costs, such as posters for conferences.
  • Course materials and books.
  • Flights to Eire or Northern Ireland - Additional/larger cabin/hold baggage.
  • Travel and accommodation outside of the UK (please see Overseas Application process)
  • ARCP attendance and associated expenses.
  • Travel arrangements whilst overseas and subsistence are not reimbursed.
  • Credit card charges, currency conversion charges, Visas or application fees.
  • Taxi fares (only in exceptional circumstances, i.e. the health and safety of a PG DiT is compromised).
  • Electric Scooters.
  • Bicycle Hire.
  • Car parking fees.
  • Toll Bridges.
  • Congestion charges.
  • Costs that do not relate to the period of study leave.
  • Expenses exceeding the specified rates.


PG DiTs will be reimbursed at the most economical rate of travel. First Class or business class fares will not be supported. Early booking for travel and accommodation should be undertaken wherever possible to minimise the cost associated with attending an event.

Travel inside the UK:

  • PG DiTs may apply for travel expenses to be reimbursed in accordance with this Guidance.
  • Travel must be taken using the most cost-effective means possible and NHSE SW reserve the right to reimburse travel at the most cost-effective rate if submissions are excessive.
  • Travel to the airport in the UK will be reimbursed at the most economical rate, which may be the equivalent to standard rate train fares or coach. Airport car parking or taxi fares will not be reimbursed. 
  • Flights within the UK may be considered if this is the most cost-effective option, however pre-approval from the HoS must be obtained.
  • Flights within England and Scotland - Flights/baggage cost will be reimbursed to a maximum equivalent of 2nd class train travel.
  • Travel to locations in Northern Ireland e.g. Belfast, is classed as UK travel.
  • Flights to Eire or Northern Ireland - Additional/larger cabin/hold baggage is non-reclaimable. Dean’s discretion will be used in individual cases with supporting evidence.

Expenses for overseas travel include travel to the point of exit from the UK, it does not include car parking costs nor taxi fares. PG DiTs will be reimbursed at the most economical rate of travel.

Other Expenses

  • PG DiTs should not commit to the costs of any course activity or event until the full approval has been received. Any costs incurred by the PG DiT without having prior approval will be borne by the PG DiT.
  • Every claim form must be submitted with proof of expenditure and submitted within 6-8 weeks, and absolutely no later than 3 months of the expenditure and/or attendance after the event date, if the event is later than the date of payment. Any claims received without proof and after the deadline will not be reimbursed.
  • Travel must be taken using the most cost-effective means possible and NHSE SW reserve the right to reimburse travel at the most cost-effective rate if submissions are excessive.
  • It is the responsibility of the Trust to monitor and challenge these expenses prior to submitting them to NHSE SW on their Monthly Study Leave Return, failure to do this will result in the Trust having to reimburse the PG DiT. 
  • Reimbursement for alcoholic beverages will not be reimbursed under any circumstances.
  • Flights within the UK may be considered if this is the most cost-effective option, however pre-approval from the HoS must be obtained.
  • Mileage shall be reimbursed at £0.30p per mile in accordance with National Policy i.e. calculated from work base to educational event and not from home to educational event.
  • Meals allowance per 24-hour period: £20.00
  • Daily meals subsistence allowances:
  • Lunch allowance (more than five hours away from base, including the lunchtime period between 12:00 pm to 14:00) UP TO £5.00
  • Evening meal allowance (more than ten hours away from base and return after 19:00) UP TO £15.00
  • Please also refer to the NHS Terms and Condition of Service Handbook
  • The expectation is that one receipt supports one meal. Please do not submit multiple receipts to the Trust office
  • Exam fees are not funded. Travel to the exam, accommodation and subsistence can usually be claimed from the study leave budget in accordance with the above guidance. 
  • PG DiTs are able to be reimbursed if they move from one Trust to another providing they have complied with the study leave guidance and policy process to secure a place at an event or training course.  It is also advisable to ensure that they discuss this with their rotating Trust to ensure they are aware of a potential reimbursement claim.

 

Overnight Accommodation

  • Requests for reimbursement of overnight accommodation costs will only be granted where it is not reasonable to travel on the day of the event e.g. the distance to the event is greater than 100 miles and round trip from their place of work.
  • Accommodation costs to be covered by NHSE SW will be limited to the duration of the event. One night, either before or on the night of the last day of the event can be funded if travel to the venue is in excess of the 100 miles round trip e.g. the course runs from February 01 to 04 February can either claim for 31 January to 03 February OR 01 February to the 04 February.
  • Overnight costs will be reimbursed up to a maximum limit of:
    • £120 including breakfast, outside of London.
    • £150 including breakfast, within London.
    • £20 per night if the PG DiT is staying with friends or family.

Overview of Expenses

The expenses section must be reviewed for the full details, but please see the below table as a quick reference guide:

Subject:

Allowance:

Mileage -
Work base to education venue

£0.30 per mile, in accordance with National Policy.

Public Transport

Select the cheaper option. Standard Class.

Overnight Accommodation -
(Hotel or B&B - including breakfast)

Up to a maximum of £120 or £150 within London.

Overnight Accommodation -
(Staying with family/friends)

Up to a maximum of £20 per night.

Meals - per 24-hour period

Up to a maximum of £20.00 only.

Exams

Costs for travel, accommodation & subsistence only.

Regional Training

Costs for UK travel only.

Revision Courses/Question Banks

See full guidance for when you are eligible to claim.

 























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Courses:

Exam Preparation / Revision courses (including Question Banks)

Most specialities carry out exam revision courses or run courses in preparation for examinations as part of their local and regional training programmes. Where these courses are available, PG DiTs are also supported to attend one additional revision course up to £600 per programme. If a revision course is over £600, the difference should be met by the PG DiT.

Where a revision course is not run as part of the training programme, PG DiTs can access one external revision course and one additional online revision course up to the value of £600 (course fees only) each per programme.

When there is a clearly defined exceptional need, an additional revision course will be funded per programme, such as a recommendation from the Professional Support and Wellbeing team at the Deanery (PSW SW) or the Dean/Deputy Dean, or HoS has recommended a PG DiT to attend an examination preparation/revision course to support exceptional circumstances, funding will be approved.

Leadership and Management Courses

NHSE SW provide PG DiTs with an opportunity to attend Leadership and Development courses throughout their training, therefore, leadership courses run by independent providers or as part of a school regional teaching programme will not be supported for funding.

NHSE SW supports and offers the opportunity to attend the NHSE SW Keele Clinical and management course. PG DiTs are advised to book onto the NHSE SW Keele course. Other Keele courses which are school specific will not be funded. 

Please click this link to find a list of further NHSE SW leadership and management courses and information on how to apply. 

Life Support Courses

  • It is recognised that no specific course is required to achieve curriculum capabilities. The required capabilities can be effectively learned through a 'life support' course covering the required areas in sufficient depth.
  • The Resuscitation Council UKs Advanced Life Support (ALS) is such a course that delivers these capabilities and has evidence to support an improvement in patient outcomes. NHSE therefore supports the use of study leave funding to attend ALS courses, where the training programme believes it to be the most effective and efficient way of delivering the capabilities. DiTs are encouraged to undertake the blended delivery 'e-ALS' for first time candidates and recertification for future attendance.
  • Course fees will usually be reimbursed up to £300, this is the upper limit of what is considered to be a reasonable cost to run an e-ALS course. However, Deans' discretion should be used in individual cases where due to uncontrollable factors the cost is higher or a two-day course is required.
  • In cases where the employer requires certification, but the capabilities have been achieved via other routes or are not required by the curriculum then it is expected that the employer will cover the cost.

PACES Courses Attendance

PG DiTs should attend online or regional courses as a first point of need.  

PG DiTs must have TPD sign-off to attend a PACES course. TPDs will be asked to consider the relevance of attending an external face to face PACES course before signing approval. If further review is required, approval should be submitted to the HoS.

A single PACES course will be approved and reimbursed where appropriate for PG DiTs if:
 

1)    This is part of their PDP as appropriate for their stage of training.
2)    They cannot get the necessary experience within their usual work and training programme.
3)    They have a place in the upcoming exam or a good chance of being prioritised for a place, based on the MRCPUK criteria.
4)    They have ES support.

PACES courses are considered a revision course and therefore capped as such.

Peer Mentoring and Mentoring Courses

NHSE SW provide PG DiTs with an opportunity to attend Peer Mentoring and Mentoring courses throughout their training and do not fund these courses individually or as part of a school regional teaching programme. Please click here for further information on mentoring.

Postgraduate and Higher Courses

  • Postgraduate qualifications (PG Certificates and Diplomas) are no longer in curricula so would only be considered in exceptional circumstances and may be supported as a Category 3. Any such applications should be integral to the postgraduate doctor’s future career.
  • Applications for any postgraduate academic qualifications which are listed as an option or as part of the specialty/subspecialty curriculum should have approval from NHSE SW prior to submitting a request for time and funding. Such an application may be supported as a Category 3.
  • NHSE SW will continue to provide PG DiTs with an opportunity to access funding for postgraduate certificates through the competitive Bursary application process each year. Applications will open in April/May and in some instances in September each year and information will be posted on this link to our website.
  • Postgraduate Diplomas, Masters and PhD courses will not be funded under any circumstances.

Speciality Course List

The specialty HoS and/or education faculty will have provided NHSE SW with a list of courses suitable to attend. The list is an aid for PG DiTs to identify the most appropriate time to attend courses during their programme.

The course list will be updated annually, along with the Study Leave Guidance - 01 August to 31 July.

Any curriculum changes which are subject to change during the academic year will be added as an addendum to the website NOT the Course List or Study Leave Guidance.


Important: Courses NOT on the course list will not be funded except for Category 3 courses, which are subject to specific criteria.

 

Step-up Courses

NHSE SW will fund step-up courses as part of the regional teaching programme. These should be included on the annual development plan (ADP) as compiled by the TPD or HoS. NHSE SW are unable to fund step-up courses on an individual basis.

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Teaching and Training:


Annual Development Plans (ADP) for Regional Teaching

The ADP for each school provides an overview of any planned regional teaching and each event is given a related reference number. The reference number should be used when/ if PG DiTs claim any related expenses (i.e. travel) for attending these courses. Applications for study leave are with the Trusts.

Face to Face Teaching and Training

Good Practice Guidance:

1)    In principle faculty should take a blended approach to regional/out of base teaching unless it is a practical event.
2)    The decision to run a course face-to-face is devolved to the programme leads. These events should happen as much as
       possible in a Trust or other NHS premises and appropriate health and safety measures according to the Trust/Organisation
       policy should be in place.
3)    PG DiTs should be given the option to attend virtually if there is no practical element to the course and/or there is no need for
       them to attend face-to-face.
4)    If a face-to-face event is planned, it is off NHS premises and NHSE SW are funding the event, it should have been noted and
       agreed on the Annual Development Plan (ADP). A reference number will have been assigned for that event and needs to be
       included on any application made by the PG DiT - Please liaise with your local MEM for assistance with this.
5)    If you wish to run any courses on NHSE SW premises, please liaise with your Education Programme Manager as these will
       need to be booked with sufficient notice.
6)    A Funding Request Form will be required for any courses not on the ADP. It will require NHSE SW to agree funding before it
       can be organised and delivered.
7)    If a PG DiT wishes to run a face-to-face teaching event which is unplanned and not on the ADP, please ensure the HoS/TPD or
       ES supports this request and any appropriate health and safety measures have been taken. If funding is required a Funding
       Request Form will need to be completed and submitted to the study leave inbox prior to running the event.
8)    It is the responsibility of the faculty member approving the course delivery to ensure the details for running an event are
       applied and sent to NHSE SW as appropriate as described above.
9)    If required all necessary paperwork should be completed to demonstrate health and safety requirements have been adhered
       to, any funding has been agreed and an appropriate reference number has been provided to the organisers.
10)  Please ensure the reference number is included on any claim made by the PG DiT and detail of the course are discussed with
       the Trust Medical Education Manager for them to be able to reimburse individuals and claim back funds from NHSE SW.

 

Train the Trainer Courses and Teaching Courses

PG DiTs will be supported to attend one ‘train the trainer course’ during their training if this is approved by their ES, HoS or TPD (and in some cases their Associate Dean). This will be fully reimbursed.

Educational Supervision courses from NHSE SW Faculty Development are available to attend in the latter part of training (during the final two years of training) at no cost to the PG DiT. Please send expressions of interest to Faculty Development. 

External Educational Supervision courses (specialty-specific) will be supported up to a maximum of £300 (attendance in the final two years of training).

PG DiTs can apply for a PG Cert Clinical Education course through the Bursary application at different points in their training, which is 50% funded and in most cases is at a reduced cost to the PG DiT. Please click here for further information on bursaries. 

PG DiTs wishing to apply for bursaries are advised to plan well ahead to ensure that they meet the application deadline. Applications will be advertised on the deanery websites.

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Out of Programme

  • PG DiTs on Out of Programme Experience (OOPE), Out of Programme Research (OOPR), Out of Programme Career Break (OOPC) or Out of Programme Pause (OOPP) are not entitled to study leave for the period they are out of programme. 
  • In general PG DiTs are not entitled to study leave per se UNLESS it supports their training and contributes to their CCT. They can use their Keep In Touch (KIT) days for this and need to ensure they liaise with their medical HR team as well as their PGME centre, so their requests are processed.
  • PG DiTs during times of prolonged leave such as sick leave are not eligible for study leave.
  • It may be appropriate for PG DiTs to access Supported Return To Training - ‘SuppoRTT’ funding/opportunities in preparation for returning from OOP/prolonged leave. Please contact your trust suppoRTT champion for further information.
  • PG DiTs on Out of Programme Training (OOPT) are normally only entitled to study leave for this period if they are occupying a training post on a training programme.
  • Applications for individuals on OOPT will only be approved and funded where there is clear evidence linking the application to the specific curriculum requirement (category 1 courses only). Where uncertain, this will be at the discretion of the ‘base’ Postgraduate Dean or delegated Responsible Officer(s).
  • The employing Trust will be responsible for the OOPT PG DiT and all claims should be made to them. Their course attendance should be captured on the NHSE SW Study Leave Return. If issues are encountered the study leave teams will work across the Deaneries to resolve so PG DiTs should contact them directly in these rare instances. Please send queries to england.studyleave.sw@nhs.net with a subject heading “OOPT payment query”


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Foundation

  • The legal requirements for study leave in the Foundation Programme (FP) are complex, as the arrangements for F1 and F2 doctors differ.
  • The principle of study leave within the Foundation Programme (FP) is that professional leave or study leave should normally only be granted for the purposes of supporting the FP curriculum. For full guidance please refer to the appropriate Foundation webpage:


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Primary Care

Primary Care Postgraduate doctors - General Principles and Process

Primary Care Postgraduate doctors should refer to the following links:


PG DiTs claiming for Overseas courses should follow the same process as mentioned in this guidance.


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Academic Clinical Fellows and Academic Clinical Lecturers

  • Academic Clinical Fellows (ACF) and Academic Clinical Lecturers (ACL) are entitled to study leave on a pro-rata basis, in line with their clinical work allocation. 
  • ACFs follow the same procedure for study leave as other PG DiTs.
  • ACLs are employed by a University and will need to email NHSE SW Study Leave Team (england.studyleave.sw@nhs.net) BEFORE any study leave is supported or reimbursed. Please use the subject heading “ACL Study Leave”.
  • ACFs and ACLs should apply for Study Leave Time from their employing organisation and in accordance with their policy.
  • To claim for Study Leave Funding the ACF/ACL will need to apply to NHSE SW attaching their Trust or employer application form requesting study leave time with the details of the course etc.
  • The principles for reimbursement apply for ACFs and ACLs as required for all PG DiTs.

 
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MRCPsych:


MRCPsych - General

The curriculum requirements for MRCPsych are achieved from attending this course, therefore there should be no additional (required) courses that should be applied for to help achieve CCT. However, from time-to-time other courses may be considered if they are on the course list and essential to the PG DiTs curriculum needs. 

MRCPsych and Psychiatry Higher Postgraduate doctors - Principles

The principles as noted in this Guidance apply to all Psychiatry Specialty PG DiTs. 
 

MRCPsych and Psychiatry Higher Postgraduate doctors - Peninsula

Applying, approval and payments:

  • Core and Higher PG DiTs will continue to submit their application to their employing NHS trust in accordance with local instructions and policy.

MRCPsych and Psychiatry Higher Postgraduate doctors – Severn Postgraduate Medical Education Team

  • Currently the process for administering study leave approval and payments for Severn PG DiTs is through the Postgraduate Medical Education Study Leave Team Local Office arrangements.
  • Study leave is managed through an online system called “Accent Leave Manager”, previously this was Intrepid.
  • The Severn Psychiatry Trainee Study Leave Expenses Reimbursement Guidance has been adapted to support a more robust process and eliminate any gaps when submitting claims for reimbursement.
  • We will continue to review the integrity of this process to ensure it is providing both you and NHSE SW with what is needed in order to process the study leave claims and payments. We are also discussing the possibilities of the Trusts managing study leave in the near future and will keep you posted.
  • The above-mentioned guidance, both in narrative form and in flowchart form should be comprehensive and provide a step-by-step guide to the process. The following highlights the main changes in the process followed currently:
    • There is no longer a need to submit a separate application form to that which is requested on Accent, signed by your ES. However, by applying for study leave time and to attend an event we will assume you have had approval from your ES and that it is a necessary course required at your specific point in training.  
    • By not completing an application form we will need to know what category of event it is and will ask you to indicate if the course is CATEGORY 1, 2 or 3. 

NB: This information should be added when you fill in the “Course Name” on Accent Leave Manager e.g. ‘Psychiatry Conference – Category 1’. Information on the categories 1/2/3 can be found by clicking this link. (In brief Cat 1 is a mandatory requirement of the curriculum to achieve CCT, Cat 2 is a course to support enhanced knowledge (not required to achieve CCT) and Cat 3 is a course which would support career progression (not required to achieve CCT).  This is important information we require for audit purposes. Regretfully we will be unable to accept your request on Accent without this information and your request will be rejected and will incur a delay for approval.  

  • When we process your claim for payment, we will send an email confirmation of receipt within 5 days. If you do not receive this, please contact us england.sevcorecoursepsychiatry.sw@nhs.net with the subject heading as “Issue with submitting claim for payment”. If, however, you experience any issues when submitting your claim for payment please contact us immediately at england.sevcorecoursepsychiatry.sw@nhs.net with the subject heading as “Issue with submitting claim for payment”. We can then look into it and take steps to resolve the issue.   
  • As a fail-safe to the point above NHSE SW will monitor the system and check the expected course dates. If NHSE SW have not received a request from you for payment within 4 weeks of having attended the event, NHSE SW will contact you. This will not only close the potential gap and delay in reimbursing you, but it also ensures that if you are experiencing any difficulties, we are aware sooner and it helps to ensure that the payment request is received within the 3 months deadline. 

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This page was last updated October 24th 2024 (12 days ago)