NHS EDUCATION FOR SCOTLAND
STUDY LEAVE POLICY
1. INTRODUCTION
This policy applies to doctors in training in Scotland who require access to study
leave during their training programmes.
This policy is underpinned by the study leave provisions contained within the Terms
and Conditions of Service for doctors in training and appropriate Scottish Government
Health Department (SGHD) circulars.
2. OBJECTIVES
The overall purpose of this policy is to ensure that doctors in training, in conjunction
with their Training Programme Directors (TPDs), have access to a standardised system
across Scotland in which applications for study leave are considered on a fair, equitable
and consistent basis.
The policy acknowledges the fact that NHS Education for Scotland (NES) have a
finite budget to support the study leave requirements of doctors in training and these
funds are subject to external financial audit. TPD’s therefore have a responsibility to
ensure that, in all instances, best “value for money” is achieved by focussing use of the
available funding on core and mandatory curricular requirements.
3. STRATEGIC PRINCIPLES
The following general principles have guided the development of this policy,
together with the associated Operational Guide (see Section 9 below) which have
been adopted by NES:
All doctors in training should develop coherent plans for study leave in the context of
their training programme and curricular requirements, taking into account their individual
educational needs (as agreed with their Foundation Tutor/Training Programme Director).
Study leave should enhance clinical education and training with activities being
planned in advance, as an integral part of the education and training process. Study leave
Version 7 – 14 January 2009
1
time is available to provide learning not easily available in the clinical setting, e.g –
acquisition of a theoretical knowledge base such as basic sciences, statistics etc.
It is the doctor in training’s responsibility, in conjunction with their Foundation
Tutor/ TPD, to prioritise the use of their study leave.
Study leave funding for Foundation Programmes will be managed in line with local
Deanery arrangements.
Study leave funding for Specialty Training will be managed in relation to Training
Programmes. A Notional Annual Allocation (NAA), which will be determined by the
agreed number of posts (SpRs, STs, GPSTs, FTSTAs and LATs) in the Training
Programme, will be calculated each year to form the basis of the budget to be managed
by each TPD. There will be no personal budgets or allowances directly allocated to
individual doctors in training.
The purpose of the NAA is to allow Training Programme budgets to be set on an
equitable basis. Whilst it may be used by TPDs as a reference point it should not be seen
as a financial restriction on any individual doctor in training.
Where relevant, and where funding is available from their budget, TPDs may procure
appropriate resources (eg – DVDs, Course Materials, visiting lecturers…) that will
benefit all of the doctors in training within their programme. Such local provision of
materials and teaching events should mean that better “value for money” can be
demonstrated with less money being spent on travel and subsistence expenses.
4. ELIGIBILITY
Who are eligible to apply for Study Leave?
-
Only those doctors in educationally approved training programmes will be
eligible for study leave funding, subject to the exceptions detailed in 4.2
below. The number of days study leave available to doctors in training are
highlighted in Sections 7 and 8 below, covering Foundation Training and
Specialty Training.
Who are not eligible to apply for Study Leave?
Version 7 – 14 January 2009
2
-
Doctors in training who defer entry to a Training Programme or who are “out
of programme”, e.g- in research, in out of programme clinical posts, or on a
career break.
-
Forces doctors in training, who should claim from the relevant Forces service.
-
Retainees; such time is not recognised as formal training.
-
LAS (Locum Appointment – Service) appointees.
5. APPROVED USES OF STUDY LEAVE
Attendance at Courses
-
Courses to assist with the acquisition of technical skills not easily acquired in
the clinical setting.
-
Courses to assist with the acquisition of an appropriate knowledge base or
specialist knowledge associated with clinical training.
-
Professional Development Courses, in preparation for the many facets of the
trainees future role as a Consultant in the NHS.
-
eLearning. With the appropriate educational approval from the TPD,
recognised educational courses and training may be undertaken using etechnology.
-
Local half-day or day release courses, including “Regional Teachings”, which
take the doctor in training away from service, e.g when doctors in training in a
specialty travel to one central location to participate in postgraduate teaching.
Specialty Association Meetings
-
Attendance at Specialty Association meetings or conferences.
Professional and Academic Examinations
Version 7 – 14 January 2009
3
-
To take agreed professional and academic examinations. Whilst doctors in
training are entitled to time off for such examinations the only expenses
claimable may be for associated travel and subsistence. Exam fees are not
refundable (see Section 6 below).
Private Study
-
This should be no more than one week and should only be granted within the
exigencies of the service. Private study leave should serve a specific, defined
purpose. Its aims and objectives should be discussed and agreed between the
doctor in training and his/her Educational Supervisor.
6. EXCLUSIONS FROM STUDY LEAVE
Study leave will not be approved to support the following activities:
-
Unit meetings or other in-hospital meetings, such as audit meetings, not
specifically organised for the training grades.
-
Travel to/from training attachments outwith the Deanery, including overseas
attachments.
-
Examination Fees.
-
Exam preparation courses and associated travel and subsistence expenses.
However, in exceptional circumstances, this may be reviewed on an
individual basis by the TPD.
-
University provided Postgraduate courses.
-
Psychotherapy Supervision and Psychotherapy Analysis sessions.
7. FOUNDATION TRAINING
Version 7 – 14 January 2009
4
Foundation Year 1
-
As per Page 39 of “A Guide to Foundation Training in Scotland” (The Purple
Guide, issued in July 2005), FY1’s are not eligible to receive any study leave.
-
Doctors in this year of training will have protected learning activities
programmed into their working week. Such activity will be designed to follow
the Foundation Year 1 curriculum.
-
FY1’s do not have to make formal applications for study leave in respect of
these local activities.
Foundation Year 2
-
For the purposes of recording, the study leave year will commence on 1
August each year, or will be pro-rated from the doctor’s date of appointment.
-
A Notional Annual Allocation, which will be determined by the agreed
number of FY2 posts in the local Foundation Programmes, will be calculated
each year to form the basis of the budget to be managed in line with local
Deanery arrangements. There will be no personal budgets or allowances
directly allocated to individual doctors in training.
-
In line with “The Purple Guide”, doctors in FY2 are entitled to up to 30 days
study leave per annum, consistent with maintaining essential services. Such
leave should be taken in line with the Strategic Principles outlined in Section
3 above.
-
Approx 10 days of this will comprise protected learning time delivery mapped
against the FY2 curriculum.
-
Approx 2 days will be required for ALS training.
-
Up to ten days study leave in a year may be available in order to explore
specialties of interest to the doctor in training (“Tasters”). Where a good case
for such experience is presented by a doctor in training, a maximum of 5 days
could take place in any four month block and every attempt should be made to
spread the 10 days over the 12 months of FY2. Tasters may be taken from 1st
April in the FY1 year in order that the experience may inform career choice
and minimise service disruption.
-
Study leave funding will be available to pay for attendance at one ALS
course, together with other protected learning time elements mandated by the
Version 7 – 14 January 2009
5
Foundation curriculum and approved by the Deanery. If, on entry to the FY2
programme, a doctor in training has already achieved ALS certification then
no other courses will be funded.
-
Examinations are not a required part of Foundation training. As such, study
leave funding will not be approved for either an external examination or to a
course relating to such an examination. Requests for study leave days to
attend examinations may be considered however requests for days to attend
pre-exam courses will not be permitted.
8. SPECIALTY TRAINING (including General Practice).
-
Regulatory guidance permits Specialty doctors in training (including
Specialist Registrars (SpRs), Specialty Registrars (STs), GPSTs, FTSTAs and
LATs) up to 30 days study leave per annum.
-
For the purposes of recording, the study leave year will commence on 1
August each year, or will be pro-rated from the doctor in training’s date of
appointment.
-
TPDs will manage their Training Programme study leave budgets which will
be allocated on the basis of a Notional Annual Allocation per post in their
training programme.
-
Where relevant, Deaneries will receive funding to account for the additional
costs of “Rurality”. This funding will be made available to doctors in training
at the discretion of the Postgraduate Dean, or their delegated representative.
9. Operational Guide
See separate document.
Version 7 – 14 January 2009
6