STUDY LEAVE PROCEDURES FOR: Health Education East of England (Deanery) Doctors in Training. Authorisers

STUDY LEAVE PROCEDURES FOR: Health Education East of England (Deanery) Doctors in Training & Authorisers NANIME website: http://intranet/educationcentre/

NANIME no longer accepts paper forms On line study leave forms are completed by trainee doctors that come under the Health Education East of England (Deanery) budget. STUDY LEAVE PROCEDURE- FOR DOCTORS IN TRAINING 1. a) Trainee to refer to study leave policy - * (see NANIME website link below) b) To complete on line form 6 weeks before event date c) Send form by email to Department Authoriser d) Trainee s responsibility to pursue with Authoriser if not received approval within time scale 2. Authoriser sends approved form to NANIME Study Leave Administrator copying in trainee 3. NANIME Study Leave Administrator process study leave form and sends back to trainee N.B. A claim form will be sent back to trainee if expenses are requested and funding is available * Study leave forms, instructions on how to apply and policies are on the NANIME website:- http://intranet/educationcentre/studyleave.htm NANIME Study Leave Administrator email: NanimeStudyLeaveAdministrator@nnuh.nhs.uk (1)

NANIME no longer accepts paper forms On line study leave forms are completed by trainee doctors that come under the Health Education East of England (Deanery) budget. STUDY LEAVE PROCEDURE FOR AUTHORISERS 1. Trainee to send their study leave form to Authoriser at least 6 weeks before event date 2. Authoriser to approve trainees study leave form in accordance with Deanery Policy * then sends approved form to the NANIME Study Leave Administrator, copying in trainee 3. NANIME Study Leave Administrator will return approved form to trainee N.B. A claim form will be sent back to trainee if expenses are requested and funding is available * Study leave forms, instructions on how to apply and policies are on the NANIME website:- http://intranet/educationcentre/studyleave.htm NANIME Study Leave Administrator email: NanimeStudyLeaveAdministrator@nnuh.nhs.uk (2)

HOW TO APPLY FOR STUDY LEAVE ON LINE Please refer to the Health Education East of England (Deanery) Study Leave Policy and guidelines on the NANIME website for details on what you can/cannot apply for. Click here:- http://intranet/educationcentre/studyleave.htm NANIME Education Centre East Atrium - Level 1 Room 12.1009A STUDY LEAVE TIME NanimeStudyLeaveAdministrator@nnuh.nhs.uk www.nnuh.nhs.uk 1) Discuss your request with your Educational Supervisor as part of your individual training plan 2) Copy the online Study Leave Application Form to your computer by opening and enable Macros:- http://intranet/educationcentre/studyleave.htm (Save as in your name with the leave date) 3) Complete All sections from A D highlighted in yellow and adhere to the Study Leave Policy 4) Email your completed form to your Department Authoriser for approval at least 6 weeks in advance of the dates requested. Note: If application is under 6 weeks or there is a delay in your form reaching NANIME please send a copy to the NANIME Study Leave Administrator of your pending application so we are aware of this. 5) Authoriser must email your form once approved to the NANIME Study Leave Administrator for final approval. 6) NANIME will authorise the application and send it back to your email address, together with a claim form (if appropriate) STUDY LEAVE - BUDGET The study leave budget is allocated for each financial year i.e. 1st April to 31st March pro rata according to your contracted period with the Trust. Expenses to be within the limits of policy:- Study leave expense claims will only be reimbursed if costs were approved within your allocated budget and a study leave application has been approved by NANMINE. Please complete an estimated amount on the study leave form by using the websites for calculating mileage and rail fares etc. HOW TO CLAIM Complete the ESR claim form that is sent to you when study leave application has been approved. When completing the form on your computer this will calculate your expenses, sign and return the form with all relevant receipts to:- The NANIME Study Leave Administrator, East Atrium Level 1. Expenses, where approved, should be claimed within one month of journey being taken. Expenses are reimbursed directly into your bank account on pay day. Policy states:- Any claims for expenses NOT made within three months of the date of the event will not be authorised. The amount will then be credited back to the trainee s budget which can only be used towards funding other training requests. If your costs total more than that approved, please contact NANIME to check you have funding available. Any incomplete forms received in NANIME will be returned for completion RETROSPECTIVE APPLICATIONS / CLAIMS WILL NOT BE ACCEPTED (3)

Please read Policies on the website:- Health Education East of England (Deanery) Study Leave Policy: https://www.eoedeanery.nhs.uk/document_store_2/study_leave_policy_2012_v2.pdf STUDY LEAVE TIME Study Leave Guidelines & Deanery Policy A study leave allocation is available to all junior doctors in training posts at the Norfolk & Norwich University Hospital (except for Foundation Year 1 Doctors and locums). Study leave is granted for postgraduate training. This training must be appropriate for the specialty and improve an individual s general experience within their core curriculum for their subject. Junior doctors should discuss their study leave intentions with their educational supervisor at the beginning of their post as part of their Individual Training Plan. Study leave is not an entitlement and must be applied for with the approval of your department Consultant / Manager/ Rota Master. Study leave is only authorised by NANIME. Study leave is granted for courses, private study leave, examinations, attending professional conferences/meetings, research and presenting own research papers, locally arranged activities, e.g. Regional Teaching, teaching sessions at UEA that require absence of the Junior Doctor from the hospital i.e. The Trust grants leave/expenses if mandatory for job. NANIME grants leave/expenses for personal/training progression. Discuss cover arrangements with your department Authoriser before submitting your application. Please note, NANIME is NOT responsible for authorising leave from your department or arranging locum cover. Private Study Leave Trainees may request private study leave to a maximum of 1 week within 1 month prior to a written exam, and to a maximum of 2 weeks in any one year. Private study will only be granted up to and including the third attempt. The Clinical Tutor may, for exceptional reasons, choose to disregard the three times rule. No costs will be granted for private study leave. Examinations The applicant may request reasonable expenses (other than the examination fee) for the purpose of sitting an examination for a higher qualification. In practice usually only the day in which the examination is taken needs to be granted as examination leave, an additional day for travelling may be granted at the discretion of the Clinical Tutor. Junior Doctors from abroad wishing to return to their own country to take examinations, may be granted leave by NANIME, however expenses will not be paid in these circumstances. (4)

Off Site Teaching Junior Doctors attending off site teaching, either as part of their rotation (i.e. at Addenbrookes Hospital) or as part of their personal development within their post where there are no fees, must apply for the study leave through the normal process. Reasonable travel expenses (pre requested) will be paid. Overseas Study Leave Leave should be applied for as normal, but will generally only be granted if applicant is the first author and sole presenter of a paper based on applicant s own research that has been accepted for presentation at a conference abroad. Professional Leave Professional leave for administration, teaching or management activities needs to be negotiated with your Consultant / Manager / Rota Master. Maternity Leave Junior Doctors on Maternity Leave may still apply for study leave until their contract ends. The study leave allocation will be recalculated on the maternity leave period. If study leave is taken whilst on Maternity leave, days will not be deducted from the overall allowance. Costs of study leave will be processed in the same manner, however if the applicant does not return to work, they will be liable to payback costs. Part Time Employment Study leave allocation is calculated on your working hours and length of contract. Therefore if a trainee is working 50% in a year s post they will receive half the amount that a full time post receives. Personal Development Plan Contact Medical Staffing for further information on PDP process Out of Programme Experience & Training Opportunities Doctors on unpaid leave for teaching purposes will not be eligible for study leave. Refusal If a trainee feels that study leave is being refused unreasonably, they must discuss this with their Educational Supervisor. (If appropriate they will escalate to the Clinical Tutor) Leave Allocation Specialist Registrars, Specialist Trainees and Doctors in training on a year full time contract are allocated a maximum of 30 days per annum. The year for this purpose being counted from contract start date. GPVTS trainees in a 3-year vocational scheme in hospital post should be released, where possible, for the VTS course. These days should be counted in their study leave allowance. (5)

Foundation Year 1 Doctors FY1s should be allowed reasonable time within working hours for attending (within the hospital) teaching activities specifically directed at the FY1s and where appropriate, ward rounds for other firms. No external study leave periods are considered or accepted. The only funding allowance will be for approved ILS /ALS training which will come out of FY2 budget provided by the Health Education East of England (Deanery). Foundation Year 2 Doctors FY2s on a year contract are allocated a maximum of 30 days per annum. 15 days are allocated for Tuesday teaching and Monday lectures, the remaining 15 days to be allocated for ALS Course and any other courses that support the foundation programme. 5 days maximum to be taken in each 4 month rotation. Study leave funding is for supporting compulsory courses and training within the foundation programme. Deanery Study Leave Policy says:- Applications for study leave to support readiness for post-fp training may be considered, providing that the trainee is up to date with the FP progress and requirements, and has the approval and support of the local Trust FP team. Study leave funding will primarily support FP competence attainment and will not be approved for the purpose of supporting specialty examinations or training. ALS training, even though taken in F1 year, will be funded out of the F2 budget. STUDY LEAVE BUDGET Due to the very high demands placed upon study leave, the budget limit is set to the current level of funding received from the Deanery and NANIME funds. The allocation is reviewed yearly. The study leave budget is allocated for each financial year i.e. 1st April to 31st March pro rata according to your contract start and end dates. Those not on a year s contract will receive a pro rata rate. The Clinical Tutor has the discretion to modify payment of expenses within the restraints of the budget, if appropriate. Travel expenses for leave outside the United Kingdom (including Eire) will be limited to travel to the port of exit only. Please use your study leave allowance (time and money) carefully, after considering costs. Many courses are now very expensive and you will need to plan carefully which courses you really would benefit from. The allowance may not be sufficient to meet the needs of some trainees in their first year of training. Please discuss your training plan with your Educational Supervisor and try to budget carefully to gain maximum benefits. (6)

HOW TO APPLY FOR STUDY LEAVE / FUNDS Please use the on line Study Leave application form and follow the instructions on the form i.e:- ALL PARTS OF SECTION A - D HIGHLIGHED IN YELLOW MUST BE COMPLETED by the trainee at least 6 weeks in advance of the period of leave requested, once completed, this form must be emailed directly to your Consultant / Manager / Rota Master for approval. GREEN SECTIONS TO BE COMPLETED BY AUTHORISING PERSONNEL. Once electronically approved, this form must be emailed back to the:- NanimeStudyLeaveAdministrator@nnuh.nhs.uk who will process the application and return the form back to the trainee via email. N.B. A claim form will be sent back if expenses are requested and funding is available. It is the trainee s responsibility to ensure their study leave form reaches the NANIME Study Leave Administrator before going on leave. Any incomplete forms will be returned for completion. Note if you wish to claim study leave expenses done in your own time, a study leave form must be completed and approved before going on the event. Enter 0 day down in section B2. RETROSPECTIVE APPLICATIONS / CLAIMS WILL NOT BE ACCEPTED HOW TO CLAIM STUDY LEAVE EXPENSES Claims should be made within one month of journey being taken Complete the claim form that has been sent to you and return together with all relevant receipts and certificate of attendance (if appropriate) to the:- NANIME Study Leave Administrator Education Centre Room 12.1009A - Level 1 East Atrium Expenses are reimbursed directly into your bank account on payday. Claims outside three months of journey taken will not be authorised, the amount will be credited back to the trainee s budget, which will go towards funding other training requests. Mileage is calculated at the public transport rate of 24p per mile and will be calculated from the place of work to the venue. Reasonable expenses are paid including course fees, travelling and accommodation within the limits of the study leave budget. The applicant will be notified of any limitation of expenses when study leave is granted. The following costs are not refundable: Retrospective applications and claims outside 3 months of event date Examination Fees Course dinners & Evening meals Bar bills Cost of typing & binding papers Course materials/ books/ newspapers Telephone charges Room service First class fares and Air fares outside the U.K. Any queries on study leave please telephone the Study Leave Administrator on ext: 2885 or send an email to:- NanimeStudyLeaveAdministrator@nnuh.nhs.uk (7)

Reference: V.2 EOE DEANERY TRAINEES STUDY LEAVE APPLICATION This form to be completed and authorised according to the Study Leave Policy & Guidelines on the Hospital intranet:- Study Leave Policy & Guidelines: http://intranet/educationcentre/studyleave.htm Health Education East of England Multi-Professional Deanery: https://www.eoedeanery.nhs.uk/document_store_2/study_leave_policy_2012_v2.pdf NANIME Study Leave Administrator email: NanimeStudyLeaveAdministrator@nnuh.nhs.uk TRAINEE TO: 1). DISCUSS YOUR REQUEST WITH YOUR EDUCATIONAL SUPERVISOR 2). APPLY 6 WEEKS IN ADVANCE OF LEAVE (If under 6 weeks send copy to NANIME of pending application) 3). PARTS A - D MUST BE COMPLETED 4). SAVE COMPLETED FORM IN YOUR NAME AND DATE OF LEAVE REQUESTED AND SEND TO DEPARTMENT AUTHORISER FOR AUTHORISER APPROVAL TO: 1). APPROVE PARTS D & E (Green areas) (D only requires approval if cover is required) 2). RETURN APPROVED FORM TO THE NANIME STUDY LEAVE ADMINISTRATOR FOR PROCESSING. A. Name: GMC/GDC Number: Grade: NTN Number: Specialty: CCT (if applicable) Department Address: (Select FT / PT) Contact Bleep / Tel Number: Full Time / Part Time: Trust Contract Start Trust Contract End B. PERIOD OF LEAVE REQUESTED Please Select Purpose of Leave: 1. Period of Leave: From: To: 2. Actual number of days taken: 3. Title of Course/Conference/Exam: 4. Venue and Course Organiser: 5. Post Code of Venue (if claiming expenses) If 'Other' please give details: C. EXPENSES select Yes or No 1 Will you be claiming expenses? 2 Type of Travel: (Please Select) 2. Travel 3 Course / Conference Fee: 3. Course/Conference fee 4 Accommodation/ Subsistence : 4. Accommodation / Subsistence 5. Are you receiving a grant from any other source? (Select Yes or No) Total 0.00 Amount requested D. COVER i.e. Colleague / Locum / Bank Staff Locum required (Select Yes or No) Cover by Colleague (Select Yes or No) Name and Grade of cover: I have liaised with my rota co-ordinator and it has been agreed that cover is / will be arranged. Signature of Applicant: * (print name) * This application has been signed and submitted in accordance and knowledge of the Policy & Guidelines for Study Leave. Name of Educational Supervisor: Authoriser: (sign only if cover is required) i.e. Consultant/Manager/Rota Master E. To be completed by Authoriser I regard this Course / Activity as part of Core Training: I approve leave in respect of the above individual for dates specified: Please provide reason if No (Type name and date in green area) If Locum cover is required, please discuss with Medical Staffing giving at least six weeks notice Select Yes or No Select Yes or No Benfits to the Trust / Directorate / Individual No of CME/CPD/Points: Was development identified through PDP Process? Select Yes or No Benefits have been Discussed with line Manager? Select Yes or No Signature of Approval: (Type name and date in green area) F. Approved / Not Approved by NANIME Authorised Signature: Comments: AUTHORISER TO EMAIL COMPLETED FORM TO: NanimeStudyLeaveAdministrator@nnuh.nhs.uk FOR FINAL APPROVAL Amount of Funding Approved: NANIME will return approved form via email to the trainee together with an expense claim form (if appropriate)

N A N I M E Norfolk & Norwich Institute for Medical Education Education Centre East Atrium Norwich NR4 7UY Study Leave Policy & Guidelines:- http://intranet/educationcentre/studyleave.htm HEoEE (Deanery) Policy:- https://www.eoedeanery.nhs.uk/document_store_2/study_leave_policy_2012_v2.pdf 1). ALL YELLOW BOXED AREAS are to be completed 2). Expense claims must be made within one month of the journey day being taken 3). Send completed claim form to NANIME with all relevant receipts + certificate of attendance if appropriate 4). Adhere to Study Leave Guidelines and Policies Claim forms and receipts to be sent to: NANIME, Education Centre, East Atrium, Level 1, NNUH, NR4 7UY or emailed to:- NanimeStudyLeaveAdministrator@nnuh.nhs.uk Name: Payroll Number: Home Address: Department: Grade: Hospital: Event Title: Expense Details: Event Date (s): Type of Travel:- Please tick box(es) Cost of Course / Conference: Train Bus Taxi Plane Total travel cost: Journey by Car Total car mileage: miles x. 24p 0.00 Number of passengers: Total car mileage: miles x. 05p 0.00 Passenger name(s): Accommodation: Subsistence: TOTAL: 0.00 Car details: Registration Number CC of vehicle Make Model I certify that I have read and understood the study leave guidelines and policy and have completed this form accordingly. I understand that if I knowingly make a false claim then I may be subject to criminal and/or diciplinary action by the Trust's Local Counter Fraud Specialist. The expenses claimed are in accordance with my terms and conditions of service and were actually and necessarily incurred whilst engaged on the event stated. For mileage claimed, my insurance policy covers fully third party insurance for the use of the vehicle on official business, including cover against risk of injury or death of passengers and damage to property and that the policy was held for the period covered by the claim. Signature of Applicant: Authorisation for Payment by NANIME I certify to the best of my knowledge and belief that the claimant was engaged on the duty stated on the days shown above. I approve the claim as detailed and authorise reimbursement of the amount claimed. I confirm that I have not handed the form back to the claimant for onward transmission for payment. Cost Centre: Account Code: Amount: Authorised Signature: Print Name: AFTER CERTIFICATION BY NANIME THIS FORM SHOULD BE FORWARDED TO: MCKESSON SHARED SERVICES, 24 PAYNE STREET, PORT DUNDAS, GLASGOW, G4 0LF COMPLETION & SUBMISSION OF EXPENSE CLAIM FORM STAFF ARE REMINDED THAT FAILURE TO COMPLY WITH POLICY AND THESE GUIDANCE NOTES MAY DELAY APPROVAL AND PAYMENT OF CLAIM

General points to be observed. Each claim form must be fully completed (BLOCK CAPITALS PLEASE), totalled, signed and authorised with full Payroll / Assignment Number (see top left hand corner of payslip) and home address must be completed. Claims are to be subsmited within in a month of the event date taken and no later than 3 months thereafter for payment. Claims submitted later than 3 months will not be paid unless there are exceptional circumstances Receipts must be obtained and attached to the claim form to support expenditure wherever possible, e.g. Rail, Air, Taxi, bus fares. Claimants are advised to keep a copy of this completed form and a record of any relevant information supporting the claim. N.B. Travel from your Home to your permanent workplace for your normal duties is classed as commuting by HMRC and must not be claimed. Study Leave claims for travel can only be made at the Public Transport Rate as amount stated on this form. Subsistence may not be claimed when working at or near the workplace. The Trusts Fraud & Corruption Policy may also be found on the intranet:- http://intranet/tradmin/docs/fraudpolicy.doc Print first page only i.e:- Highlight Areas A 1 to K 42 only.