FINANCIAL SUPPORT FOR JOB-RELATED COURSES
OF FURTHER/HIGHER EDUCATION
FOR SUPPORT STAFF
1. Introduction
The University is committed to helping staff to develop their potential and career in terms of
knowledge, skills and abilities in line with the aims and objectives of their department and the
University as a whole. To this end the Staff and Departmental Development Unit (SDDU) provides
a comprehensive range of in-house training and development courses, supports external training and
courses of further/higher education.
Any member of staff can apply for funding from their department for a job-related course of further
or higher education. Departmental funding will be matched by SDDU to a limit of £250 per person
per year provided that certain conditions apply (see para. 2 below). Should further advice or
clarification be required, please contact Mandy Ellis a.d.ellis@adm.leeds.ac.uk [NB, all
Ancillary staff, and Clerical/Technical (grades 2-4) staff can also access funding for non job-related
courses, see section 16]
2. The criteria for the allocation of funding
Funding from SDDU will be allocated where the individual has been allocated a mentor and:
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the course is job-related, and the knowledge and skills derived from the course by the
individual will be of use to the department
the course helps the individual to achieve their potential and each level of study follows a
logical progression
the part of the course for which funding is required is completed within the length of the
individual’s contract
the course undertaken is up to and including first degree level. Thereafter, postgraduate
courses will only be funded if there is a clear departmental need for the individual to have
skills and knowledge at this level (see also section 5 below).
the course is for a trainee technician, as they are required as a condition of service to
undertake a suitable course of further education
the course is for a trainee under the age of 18 years, in the clerical or ancillary grades, as
they are considered not to have completed their education and are therefore normally
expected to undertake some form of further education. Although this is not a condition of
service, it is normally expected that a course of further education which is directly linked to
the trainee’s employment will enhance their job skills.
Please note that the amount of SDDU funding is dependent on the total allocation to SDDU from
central funds in any one year. Once it has all been fully allocated to individuals we will be unable to
fund further applications until the following financial year. Applications for continuation funding
are always given priority over new applications. It is strongly recommended, therefore, that
applications are made by November each year if at all possible. In addition, although we normally
support an individual throughout the full length of their course this cannot be guaranteed.
Departments may wish to bear this in mind before committing themselves to funding a candidate
for several years ahead.
3. How to apply for funding
In the first instance, individuals who wish to start a new course should seek permission from their
Head of Department (or Education and Training Supervisor, if there is one in the department).
Individuals who are part way through a course are automatically sent forms by SDDU to apply for
continuation of funding. Funding forms are available on the SDDU web site.
4. How much funding is available?
If the department is willing to fund a member of staff to undertake a course or qualification, SDDU
will match the funding to a maximum of £250 per year (i.e £500 in total). Some courses cost more
than this and it is for the department to decide whether to pay the difference, or whether to ask the
individual for a contribution. The only exception to this is for trainee technicians for whom the full
cost of the course must be paid (£250 from SDDU and the remainder from the department). Where
a trainee technician moves onto the adult scales part way through a course of study, they are still
treated as trainees for the purpose of these regulations, until they have qualified.
All departmental funding should be seen as a grant, not a loan, and fees (up to £250 per year for
adults) must not be recovered by the department from individuals.
5. Enrolment at College
Where a member of staff is enrolling at a local institution (e.g. The University of Leeds, The Leeds
Metropolitan University, The Leeds College, The College of Art and Design, The Leeds College of
Building) and their application for funding has already been agreed by their own department, a
letter can be provided by their department for the individual to hand in to the institution upon
enrolment, asking the college to invoice the department for the fees. Staff enrolling with other
providers will have to pay the fees and then claim the appropriate amount back from the
department. Staff should note that applications for funding must have been previously agreed by
their department, otherwise they may find that their fees cannot be reimbursed by SDDU.
6. Day release
Where a course is available in the evening, the normal expectation is that day release will not be
allowed; however, day release is always at the discretion of the department. Where day release is
agreed it may be without loss of pay, with loss of pay, subject to making up lost time, by using
annual holiday or a combination of all or any of these (see also paragraph 9). Trainee technicians
must be granted time off without loss of pay to attend classes and exams (usually to a maximum of
one day a week). It is normally expected that paid time off to sit exams will be granted by the
department.
7. Number of courses funded per individual
Normally only one course is funded per individual per year, unless the courses are particularly
related i.e. RSA I & II which are often taken together and are inexpensive.
8. Book allowance, travel allowance and payments to professional bodies
No book allowance, travel allowances or subscriptions to professional bodies will be allocated to
individuals from SDDU funds. Departments will consider each individual case to assess whether
funds are available from departmental budgets to help staff to purchase textbooks.
Please note that trainee technicians are treated differently. As undertaking a course of further
education is a condition of employment for trainee technicians, and certain courses are held outside
the Leeds area, travel expenses from Leeds to the college can be claimed by the trainee through
departmental budgets. Likewise compulsory textbooks should be funded although these can remain
the property of the University and, where appropriate, passed on to other trainees. Payment to an
appropriate professional body should be paid through the departmental budget for trainee
technician where this is a condition of entry to the examinations. Once qualified, subscriptions
should be paid by the individual.
9. Non-financial support for individuals
Departments are asked to consider what support they can offer to their staff who are studying and
might be in need of help, advice or just an "empathic ear". The allocation of a mentor within the
department is compulsory in order to attract SDDU funding. Additionally study leave, extra leave
and day release can be considered by departments for individual cases as appropriate (see paragraph
7). Individuals who are afforded such support are less likely to withdraw from their programme of
study.
10. Staff having difficulties / re-sits
Occasionally there is a case which gives cause for concern, for example if the course is not suitable,
or the individual’s work or attendance is unsatisfactory. Mentors are asked to keep this under
review, and if necessary obtain a progress report from the college. Payments for re-sits can not be
claimed from SDDU unless they are for a trainee technician. If a trainee technician fails exams a
second time, however, the case will be viewed individually.
11. Staff who drop out of courses
Whilst it is unusual for staff to embark on a course and then to withdraw immediately or without
having made any attempt at progress or leave the University, this can happen and, depending on the
situation, the University reserves the right not to reimburse the individual for their fees. Each case
will be reviewed individually. The fees available for staff to study are limited and, to ensure their
best use, individuals and managers are asked to consider very carefully this aspect of each
individual’s application.
12. How to make a funding claim
It is essential that you have already agreed funding with your department and SDDU.
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If you have paid for the qualification you need to arrange for your department to reimburse
you. (The department will then re-claim the agreed amount from SDDU by providing proof
of payment)
If you have asked the course provider to invoice your department (note: Not SDDU).
SDDU will reimburse your department with the agreed amount.
13. Academic and Academic Related staff
Separate arrangements apply for these staff, who should contact Penny Hatton, Director of SDDU
(0113 34) 34012, for further information (p.m.hatton@adm.leeds.ac.uk).
14. Non-job related courses
Different regulations from the ones in these notes apply for all ancillary, and clerical/ technical staff
(grades 2-4) who wish to take a non-job related educational course. This can be funded to a
maximum of £135 per year by the Learning for Life scheme, which is part of the LOGIK Centre.
Such staff who are interested in any course which is held at an educational establishment should
contact Eileen Barrett in the LOGIK Centre (0113 34) 34619 (Mondays or Wednesdays only),
e.barrett@adm.leeds.ac.uk.
Regulations updated 14/07/09
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