Policy for Study Leave Application

School of Obstetrics and Gynaecology, Health Education England working across Yorkshire and the Humber Policy for Study Leave Application Author: Dr Jacqueline Tay, Head of School. Reviewed and amended June 2018 by Dr Jayne Shillito, Director of Education. This document has been produced for the School of Obstetrics and Gynaecology, HEE Yorkshire and the Humber to ensure consistency in: 1. The utilisation of study leave 2. The approval of study leave 3. The reimbursement of study leave expenses The above will be audited by HEE Y&H for the purposes of monitoring delivery of the curriculum. Applicable Groups This policy applies to all ST 1-7 trainees within the School of Obstetrics and Gynaecology (SOG), including sub-specialty trainees. Each year of training will have its own requirements and arrangements, details of which can be found at the School Website. ST1 ST5 All specialty trainees in years 1 to 5 have their curriculum delivery budget allocated to the Yorkshire Modular Training Programme (YMTP). In turn, the YMTP provides the required teaching based on the RCOG curriculum and RCOG matrix for educational progression for each year. Trainees must submit study leave requests for all YMTP teaching events including for mandatory simulation sessions and for time to complete STRATOG modules. Copies of these applications once approved must be sent via email to the YMTP Administrator. An annual YMTP teaching programme is allocated every August. This will be published on the HEE website. All trainees will have the opportunity to attend the whole programme. The YMTP programme also covers attendance at the relevant MRCOG revision courses for the part 2 and part 3 examinations. There is a nominal allowance ( 250) for part 1 revision materials and courses as this course is not offered by YMTP. For those trainees who have received an ARCP outcome 3 for examination failure, there may be provision to attend a further MRCOG revision course as part of their outcome 3 action plan. Applications must be submitted to the Director of Education for approval. Study leave to attend any courses outside of the Yorkshire and Humber region will only be granted if there has been prior agreement by the Director of Education or Head of School. The budget allocated to the YMTP cannot be transferred outside of the School. Please not that there is also a Bursary scheme (Rewarding Excellence) for attending National & International meetings and other specialist training (see website for more details). ST6 ST7 Study leave plans should be discussed with your educational supervisor and based around ATSM choices as early as possible in the academic training year. If the application includes a request for funding then, once the study leave has been approved by the local rota co-ordinator and your educational supervisor, the form must be submitted via email to the YMTP Administrator for approval by either the Director or Education or Head of School. 1

Both elements of the study leave application form (request for leave & estimate of expenses) must be completed and signed before expenses will be reimbursed. Retrospective applications will not be considered. Once your study leave application has been approved you are responsible for sending your form to your local education department in order to claim your expenses through local Trust procedures. ATSM registration fees will not be reimbursed from the study leave budget. Trainees who have successfully completed at least one ATSM may apply for a third ATSM only after discussion with their educational supervisor and the ATSM Director. The ATSM completion form of at least one ATSM must be submitted to the ATSM Director prior to registration for a third ATSM. A decision on study leave funding will be made by the Director of Education following review of the application and supporting information. Higher trainees should attend management and clinical governance courses provided by HEE Y&H. These are run specifically for local trainees and are free to attend. There is often a waiting list to attend these courses and it is the trainee s responsibility to book these in a timely manner. Failure to attend these courses may affect the ARCP outcome in ST 7. Due to changes to the RCOG s requirements MMOET will now be funded for any trainee undertaking the Advanced Labour Ward ATSM, please note it is not funded if this is not one of your ATSM choices. Trainees are advised to attend MMOET in advance of commencing the ATSM. Trainees out of programme Trainees out of programme (OOP) should have processes for study leave application within their programmes. They should: Clarify study leave entitlement with their supervisor(s) as soon as they commence their programmes. Have their own funding streams in the programme, unless previously agreed by the Head of School (HoS) and their OOP supervisors. Study leave approval for trainees on OOP is not required from the School if there is no funding associated but local leave will be required by their employer. Trainees who perform clinical duties as part of their OOP which is recognised for training should also agree their study leave requirements with their supervisors. Study leave entitlement will usually depend on the number of clinical sessions within the agreed contract. Trainees in the Future Leaders Programme should use the guidance provided by HEE Y&H, available on the website - http://www.yorksandhumberdeanery.nhs.uk/pgmde/policies/curriculum_delivery/study_leavecurri culum_delivery/ Sub-specialty trainees Sub-specialty trainees should agree their study leave with their specialty programme directors and their locality TPD at the start of their sub-specialty training. Each sub-specialty training programme has its own study leave requirements and is outside the scope of this summary document. Study leave application and expenses claims should be submitted in the same way as for other trainees. With respect to ATSMs, the same guidance applies for sub-specialty trainees undertaking ATSMs as for non sub-specialty trainees. 2

Academic Clinical Fellows The guidance for study leave for ACFs is similar for other ST 1 5 trainees. Study leave for conferences should be discussed with the academic/educational supervisor. There is no funding entitlement within the YMTP programme for conferences. Study Leave entitlement All trainees are entitled to 30 days study leave. This includes local and regional teaching, as well as either YMTP, HEE YH Generic courses or ATSM related events. In addition to attendance at YMTP courses, trainees in years 1-5 will be allowed up to 3 days per year for private study in order to complete the STRATOG modules required. Certificates must be uploaded to show appropriate use of time and it is advised that leave is best taken as 6 half days. Study leave for private study ahead of MRCOG examinations is at the discretion of the employing Trust. Rewarding excellence As part of improving access to non-curricular training events we have introduced the Rewarding Excellence scheme for trainees who have passed the MRCOG examination. This currently provides funding to support conference presentations, enrolment in higher educational courses (e.g. PG Cert) and attendance at centres to gain specialist skills to complement their ATSMs. Further information can be found on the SOG website. Delivering training or teaching Those undertaking teaching or training on behalf of YMTP, or another agency, must apply for professional leave. Expenses incurred should be claimed from YMTP or the relevant agency and not from the School of Obstetrics and Gynaecology. Other courses Trainees wishing to attend events not directly relevant to their ATSMs or not within the prescribed YMTP must discuss this with their TPDs prior to registering for the event. Study leave days may be approved, but expenses will not usually be reimbursed for attendance at non-atsm related or non- YMTP events. In particular, expenses will not be reimbursed for attendance at courses such as Consultant interview preparation. Study leave application process must be followed. Examination Leave All trainees are entitled to take study leave, with expenses, for the Parts 1, 2 and 3 MRCOG examinations. Examination registration fees will not be reimbursed. Overnight accommodation will not be reimbursed. From August 2017 it was agreed that a bursary of 250 per trainee for St1&2 s would be available for use against a MRCOG Part1 Course, as this no longer forms part of the YMTP programme. This money can be used towards a course of the trainees choosing. If this is an online course, then a maximum of 3 days leave will also be granted. Trainees wishing to apply for this funding should use the same study leave application process as for St6-7 s as outlined on the SOG website. Higher trainees (ST 6 7) sitting for examinations relevant to their Advanced Training Skills Module, e.g. colposcopy OSCE, will only be granted study leave with expenses for the first attempt at the examination. Examination registration fees will not be reimbursed. Overnight accommodation will not be reimbursed 3

Trainees undertaking the BSCCP examination will be entitled to study leave with expenses. Registration fees will not be reimbursed. Information on Study leave processes Each Local Education Provider has its own policy regarding the notice period required for submission of leave application. This document should be used in conjunction with the relevant local guidance with each Local Education Provider, the Yorkshire Modular Training Programme guidance and the HEE Y&H guidance. Trainees should ensure they apply for local approval of study leave in good time after discussion with, and the approval of, their Educational Supervisor, local rota co-ordinator and/or College Tutor. Trainees must be aware of local policies, where some units require a notice period of up to 8 weeks. Central co-ordination of funded study leave Trainees should submit the HEEYH study leave application with additional supplementary form to the YMTP Administrator at least 6 weeks in advance of the educational event. The forms will then be approved by the Director of Education and returned to the trainee once assessed. The trainee should then submit the form to their local Trust education department. Leave applications will be audited by the SOG. Study leave forms received less than 6 weeks to the date of the event will only be approved in exceptional circumstances and expenses may not be reimbursed. Study Leave Approvers The School s study leave approver is the Director of Education, Dr Jayne Shillito, supported by the Head of School, Dr Jackie Tay. They must approve the leave application before any expenses can be reimbursed. Once the claim has been assessed the trainee will receive confirmation via email. Claims for expenses Claims for approved study leave are made to the local employer or in the case of the South, lead employer. Claims therefore must be submitted as per Trust procedures. Claims for expenses must be submitted no later than 3 months after attendance at the event. Claims received after this time will not be reimbursed. The Certificate of Attendance and all relevant receipts must be submitted with each claim form. The trainee is responsible for submitting the necessary documentation to support their claim within the 3 month period. Reminders will not be sent to trainees. Expenses For trainees attending the YMTP programme, a study leave form must be provided for all YMTP related activities and submitted via local policy with a copy to YMTP Administrator. No course fee claims are required for YMTP courses as these automatically occur. You will be issued with a YMTP coupon code at the start of the year which should be used in the booking process. Trainees attending YMTP educational events can claim travel expenses only by submitting a YMTP travel claim form. Overnight accommodation and subsistence allowance cannot be claimed for YMTP related events. The travel claim form is submitted to the YMTP Administrator within 3 months. 4

For trainees attending funded but non YMTP study leave, expenses for mileage, subsistence and overnight accommodation can be claimed. Accommodation and subsistence costs will be reimbursed according to the NHS Terms and Conditions of Service policy. Appendix 2 provides the details of the maximum amounts that will be reimbursed for accommodation and subsistence. Concessionary fares should be used whenever possible, when using public transport. Travel tickets purchased in advance are often considerably cheaper than tickets purchased on the day of travel. This is especially essential when arranging travel to events outside of the Yorkshire and Humber region such as to London for RCOG events. Reimbursement for public transport travel is for standard class travel only. 5

Appendix 1 Form SLA-2 6

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APPLICATION FORM FOR CURRICULUM/EXAMINATION LEAVE FOR TRAINEES IN HEALTH EDUCATION ENGLAND, ACROSS YORKSHIRE AND THE HUMBER Please complete the following. ATSM 1 ATSM 2 ATSM 3 Is this application to meet advanced curriculum requirements? Choose an item. If no, please indicate how the application will contribute to your training requirements for ST6-7. 8

Appendix 2 Annex N: Subsistence allowances Schedule of recommended allowances 1. Night allowances: first 30 nights Actual receipted cost of bed and breakfast up to a maximum of 55 (subject to the provisions of paragraph18.3 if this is exceeded for genuine business reasons) 2. Meals allowance Per 24 hour period: 20.00 3. Night allowances in non-commercial accommodation Per 24 hour period: 25.00 4. Night allowances: after first 30 nights Maximum amount payable: 35.00 5. Day meals subsistence allowances Lunch allowance (more than five hours away from base, including the lunchtime period between 12:00 pm to 2:00 pm) 5.00 Evening meal allowance (more than ten hours away from base and return after 7:00 pm) 15.00 6. Incidental expenses allowance (this allowance is subject to a tax liability) Per 24 hour period: 4.20 7. Late night duties allowance (this allowance is subject to a tax liability) Per 24 hour period: 3.25 9

NHS terms and conditions of service handbook The NHS Staff Council Pay circular (AfC) 4/2014: amendment number 33 Part 3: Terms and conditions Section 18: Subsistence allowances Section 18: Subsistence allowances 8.1 Where locally, staff and employer representatives agree arrangements which are more appropriate to local operational circumstances or which provide benefits to staff beyond those provided by this Section, or are agreed as operationally preferable, those local arrangements will apply. 18.2 The purpose of this Section is to reimburse staff for the necessary extra costs of meals, accommodation and travel arising as a result of official duties away from home. Business expenses which may arise, such as the cost of a fax or official telephone calls, may be reimbursed with certificated proof of expenditure. Night subsistence Short overnight stays in hotels, guesthouses and commercial accommodation 18.3 When an employee stays overnight in a hotel, guesthouse, or other commercial accommodation with the agreement of the employer, the overnight costs will be reimbursed as follows: the actual, receipted cost of bed and breakfast, up to the normal maximum limit set out in Annex N; plus A meals allowance, to cover the cost of a main evening meal and one other daytime meal, at the rate set out in Annex N. 18.4 Where the maximum limit is exceeded for genuine business reasons (e.g. the choice of hotel was not within the employee's control or cheaper hotels were fully booked) additional assistance may be granted at the discretion of the employer. Short overnight stays in non-commercial accommodation 18.5 Where an employee stays for short overnight periods with friends or relatives or in a caravan or other non-commercial accommodation, the flat rate sum set out in paragraph 3 of Annex N is payable. This includes an allowance for meals. No receipts will be required. 18.6 Employees staying in accommodation provided by the employer or host organisation shall be entitled to an allowance to cover meals which are not provided free of charge, up to the total set out in paragraph 2 of Annex N. 18.7 Where accommodation and meals are provided without charge to 10

employees, e.g. on residential training courses, an incidental expenses allowance at the rate set out in paragraph 6 of Annex N will be payable. All payments of this allowance are subject to the deductions of appropriate tax and National Insurance contributions via the payroll system. Day subsistence 18.11 A meal allowance is payable when an employee is necessarily absent from home on official business and more than five miles from their base, by the shortest practicable route, on official business. Day meals allowance rates are set out in paragraph 5 of Annex N. These allowances are not paid where meals are provided free at the temporary place of work. 8.12 A day meals allowance is payable only when an employee necessarily spends more on a meal/meals than would have been spent at their place of work. An employee shall certify accordingly, on each occasion for which day meals allowance is claimed but a receipt is not required. 8.13 Normally, an employee claiming a lunch meal allowance would be expected to be away from his/her base for a period of more than five hours and covering the normal lunch time period of 12:00 pm to 2:00 pm. To claim an evening meals allowance an employee would normally be expected to be away from base for more than ten hours and unable to return to base or home before 7:00 pm and as a result of the late return is required to have an evening meal. Employees may qualify for both lunch and evening meal allowance in some circumstances. There will be occasions where, due to the time of departure, there will be the necessity to take a meal but the conditions relating to the time absent from the base are not met. This, and any other exceptions to the rules, may be allowed at the discretion of the employer. 8.14 The scope and level of any other payments will be determined by the employer, according to local needs, on a vouched basis. 11

NHS terms and conditions of service handbook The NHS Staff Council 12