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NOTTINGHAM UNIVERSITY HOSPITALS NHS TRUSTQUEENS MEDICAL CENTREPlease complete all boxesName (Please Print):Grade:Department:Specialty:STUDY LEAVEAPPLICATION FORMS & PROCEDUREFORJUNIOR MEDICAL STAFFName of Authority that pays your salary:(e.g. CITY, QMC, University of Nottingham)NUH Trust Start Date:NUH Trust Termination Date:Contact No. and Bleep No:National Training No:GMC/GDC No:Department/Hospital Address:Home Address:Please Note:Complete folders (do not dissect) should be submitted for each application for Study Leave.Extra forms are available from the Post Graduate Education Centre.Nina IacovittiStudy Leave Co-ordinatorPost Graduate Education CentreNottingham University Hospitals NHS TrustQueen’s Medical CentreDerby Road, Nottingham. NG7 2UHEmail: nina.iacovitti@nuh.nhs.ukwww.nuh.nhs.uk/qmc/pgecExternal Tel: (0115) 9249924 or Internal Tel: 66081

POLICY STATEMENTStudy Leave Procedure for Junior Medical StaffNottingham University Hospitals NHS Trust, QMC is committed to supporting trainee medical staff and willmake every effort to create the conditions, which underpin high quality training, education and development.Study leave is granted in accordance with the Terms and Conditions of Service of Hospital Medical and DentalStaff (England and Wales), paragraphs 250 – 274 and the General Council Conditions of Service, as amendedfrom time to time. Some study leave is given for internal courses (see Educational Contract).INTRODUCTIONThis document sets out:-1. Guidance for Directorates in relation to the approval of study leave for trainee medical staff withinthe Hospital.2. A procedural framework within which the Trust operatesBoth are designed to help ensure fair and consistent approach to allocating funding and study leave.GUIDANCE FOR DIRECTORATESDefinitions of types of leave associated with study/trainingStudy LeaveStudy leave is granted for postgraduate purposes, approved by the Leave Co-ordinator and EducationalSupervisor, or Programme Director, or Supervising Consultant. It includes conferences, examinations, visitingclinics, teaching, research and overseas meetings.Study leave should be built into the training programme’s timetable and therefore planned.Special LeaveSpecial leave is granted for non-clinical courses which doctors are invited to attend by the Trust e.g.management courses.Private Study LeavePrivate study leave is discretionary and subject to the support of the Leave Co-ordinator and EducationalSupervisor, or Programme Director, or Supervising Consultant. Candidates may be granted up to a maximumof 5 days private study leave per 6 months, usually within 4 weeks of an examination. Private study leave willcount towards the annual study leave entitlement.Overseas Study LeaveThere is no routine entitlement for overseas study leave and granting of overseas study leave is discretionary.RECOMMENDED STUDY LEAVE BY GRADEFoundation One (F1) and Foundation Two Doctors (F2)Study leave with expenses is not granted within these grades. Reasonable time, within working hours, forattending mandatory education events, will be provided.CMT ST1 / ST2 DoctorsA maximum of 30 days with pay, plus course fees, travel and subsistence up to Notional Allowance is permittedper annum, as indicated below:15 days – includes ½ day weekly training and Simulation Day10 days – elective or taster, in other specialties5 days – optionalOff duty days, including bank holidays and weekends, which fall during the period of study leave will be countedas part of the study leave entitlement because of the liability for expenses.

BST ST1 / ST2 DoctorsA maximum of 30 days with pay, plus course fees, travel and subsistence up to Notional Allowance is permittedper annum, as indicated below:20 days – includes Regional Training Days and monthly teaching10 days – elective, or taster, or optionalOff duty days, including bank holidays and weekends, which fall during the period of study leave will be countedas part of the study leave entitlement because of the liability for expenses.Specialist training Registrars• A maximum of 30 days with pay, plus course fees, travel and subsistence up to Notional Allowance ispermitted per annum.OR• This leave may be accumulated over a three-year period, but the accumulative allowance may not betaken until one year of the appointment has been served.• Where half day protected education time is timetabled, not more than 20 days of the study leaveentitlement will be deducted, leaving a minimum of 10 days per annum for external courses.• Off duty days, including bank holidays and weekends, which fall during the period of study leave will becounted as part of the study leave entitlement because of the liability for expenses.Examination Leave• Examination leave for a higher qualification is approved for a maximum of 2 occasions.• Examination leave may be provided for third and subsequent attempts at an examination in negotiationwith the DPGME (Director of Postgraduate Medical Education).• Examination fees are never reimbursed.Clinical Fellows• No study leave funding is available to Clinical Fellows.• Study leave time may be granted in negotiation with the Leave Co-ordinator and EducationalSupervisor, or Programme Director, or Supervising Consultant.Clinical LecturersStudy leave will be considered for Clinical Lecturers holding an active NTN. Study leave related toresearch will not be funded by the study leave budget.Flexible TraineesThe entitlement is pro-rata to a whole time trainee.Locum AppointmentsApplications will be considered by DPME for doctors holding long-term appointments of more than 3months.APPROVAL PROCESS FOR STUDY LEAVEAll applications for study leave must be submitted to the Study Leave Co-ordinator at least one month (28days) prior to the date that the leave period requested commences.All applications must be completed by the trainee and signed by the Leave Co-ordinator and EducationalSupervisor, or Programme Director, or Supervising Consultant. Retrospective applications will not beconsidered. A copy of the Programme or event must be submitted with the application form or a writtenexplanation for private study, exams or revision.Please arrange internal cover for normal duties and state the named cover on the application form.Note to: Leave Co-ordinator / Educational Supervisor / Supervising Consultant / Programme DirectorIn signing the study leave application the Leave Co-ordinator and Educational Supervisor, or ProgrammeDirector, or Supervising Consultant, confirms that the event is relevant and applicable to the trainee at thisstage of their training.FUNDINGFunding approved, where appropriate, is up to a maximum of £600.00 per year allocated to the trainee pro rata(i.e. Yearly Notional Allowance).

Study Leave Application - OnePlease read and complete all sections to enable your application to be processed – Thank youDatesFrom-To(inclusive)Course DetailsPlease supply supporting evidence withapplication (e.g. Programme)Firm Leave Co-ordinatorEducational Supervisor orSupervising Consultant orProgramme DirectorList Expenses Required:Please give as much detail as possible –Estimate if amount not knownDate From: Course Details: (please attach Programme) Comments: Comments:Course Fee: £Travel: £Subsistence: £Approx. Total: £Date To: Location: Signature: Signature: If - Direct Payment to Course OrganiserName:Address:Learning Objectives:Please Print Name:Please Print Name:Contact No:Named Cover:Date:Date:Cheque payable to:FOR OFFICE USE ONLYCourse Time Course Expenses Course Expenses ApprovedApproved / DeclinedApproved / DeclinedReasons Reasons Course Fee: £Travel: £Subsistence: £Total: £

Study Leave Application - TwoPlease read and complete all sections to enable your application to be processed – Thank youDatesFrom-To(inclusive)Course DetailsPlease supply supporting evidence withapplication (e.g. Programme)Firm Leave Co-ordinatorEducational Supervisor orSupervising Consultant orProgramme DirectorList Expenses Required:Please give as much detail as possible –Estimate if amount not knownDate From: Course Details: (please attach Programme) Comments: Comments:Course Fee: £Travel: £Subsistence: £Approx. Total: £Date To: Location: Signature: Signature: If - Direct Payment to Course OrganiserName:Address:Learning Objectives:Please Print Name:Please Print Name:Contact No:Named Cover:Date:Date:Cheque payable to:FOR OFFICE USE ONLYCourse Time Course Expenses Course Expenses ApprovedApproved / DeclinedApproved / DeclinedReasons Reasons Course Fee: £Travel: £Subsistence: £Total: £

Study Leave Application - ThreePlease read and complete all sections to enable your application to be processed – Thank youDatesFrom-To(inclusive)Course DetailsPlease supply supporting evidence withapplication (e.g. Programme)Firm Leave Co-ordinatorEducational Supervisor orSupervising Consultant orProgramme DirectorList Expenses Required:Please give as much detail as possible –Estimate if amount not knownDate From: Course Details: (please attach Programme) Comments: Comments:Course Fee: £Travel: £Subsistence: £Approx. Total: £Date To: Location: Signature: Signature: If - Direct Payment to Course OrganiserName:Address:Learning Objectives:Please Print Name:Please Print Name:Contact No:Named Cover:Date:Date:Cheque payable to:FOR OFFICE USE ONLYCourse Time Course Expenses Course Expenses ApprovedApproved / DeclinedApproved / DeclinedReasons Reasons Course Fee: £Travel: £Subsistence: £Total: £

Study Leave Application - FourPlease read and complete all sections to enable your application to be processed – Thank youDatesFrom-To(inclusive)Course DetailsPlease supply supporting evidence withapplication (e.g. Programme)Firm Leave Co-ordinatorEducational Supervisor orSupervising Consultant orProgramme DirectorList Expenses Required:Please give as much detail as possible –Estimate if amount not knownDate From: Course Details: (please attach Programme) Comments: Comments:Course Fee: £Travel: £Subsistence: £Approx. Total: £Date To: Location: Signature: Signature: If - Direct Payment to Course OrganiserName:Address:Learning Objectives:Please Print Name:Please Print Name:Contact No:Named Cover:Date:Date:Cheque payable to:FOR OFFICE USE ONLYCourse Time Course Expenses Course Expenses ApprovedApproved / DeclinedApproved / DeclinedReasons Reasons Course Fee: £Travel: £Subsistence: £Total: £

Study Leave Application - FivePlease read and complete all sections to enable your application to be processed – Thank youDatesFrom-To(inclusive)Course DetailsPlease supply supporting evidence withapplication (e.g. Programme)Firm Leave Co-ordinatorEducational Supervisor orSupervising Consultant orProgramme DirectorList Expenses Required:Please give as much detail as possible –Estimate if amount not knownDate From: Course Details: (please attach Programme) Comments: Comments:Course Fee: £Travel: £Subsistence: £Approx. Total: £Date To: Location: Signature: Signature: If - Direct Payment to Course OrganiserName:Address:Learning Objectives:Please Print Name:Please Print Name:Contact No:Named Cover:Date:Date:Cheque payable to:FOR OFFICE USE ONLYCourse Time Course Expenses Course Expenses ApprovedApproved / DeclinedApproved / DeclinedReasons Reasons Course Fee: £Travel: £Subsistence: £Total: £