Frequently Asked Questions

Below you'll find answers to the questions we get asked the most about applying for study leave.

If you do not see your question or have any further queries, contact us via email: studyleave.eoe@hee.nhs.uk

 

Why has the study leave process been changed?

In previous years funding to support education and development for junior doctors has been made available to Trusts from Health Education England East of England (HEE EoE) local office through a number of different avenues. Funding streams have historically included placement fees, the school based study leave fund (SBSL) and the simulation fund.

As part of a collaborative piece of work on improving Junior Doctors’ working lives to address non-contractual training issues, involving HEE, employer representatives, the BMA JDC, other junior doctor groups and the Academy of Medical Royal Colleges (AoMRC), it has been proposed that:

“HEE centralises the study budget nationally, in order to ensure that trainees receive the funding that they require to progress through their specialty curriculum, across the whole length of their programme” - as of 1st April 2018

Which study leave process do I complete?

Course

Cost

Processes

Who approves this?

Curriculum requirement

Under £600

Local process

Local form: Educational Supervisor (or equivalent)

Curriculum requirement

Over £600

Local process + HEE EoE study leave form

Local form: Educational Supervisor (or equivalent)

Additional form: TPD

Aspirational course

Under £600

Local process + HEE EoE study leave form

Local form: Educational Supervisor (or equivalent)

Additional form: TPD

Aspirational course

Over £600

Local process + HEE EoE study leave form

Local form: Educational Supervisor (or equivalent)

Additional form: TPD

What support is currently available to me in order to ensure I gain all competences relevant to my level of training?

Individual study leave funding is available to support the achievement of competences as defined by the specialty curricula and aspirational activity identified in their Personal Development Plan (PDP). Trainees should ensure that curriculum requirements are relevant to their specialty and stage of training and aspirational activities are part of their PDP, as discussed with their Educational or Clinical Supervisor.

How much study leave funding can I claim for in the year?

There is no longer a nominal 'allocation' of funding per training year, however the application process may vary depending on the type of claim. Curriculum requirements with a total cost under £600 are managed and applied for locally by the employing Trust, their process must be followed. For curriculum requirements with a total cost that exceed £600, additional sign off from the Training Programme Director is required.

If the application is for an aspirational activity (of any cost) it will also require additional sign off from the Training Programme Director.

Can I claim travel and subsistence expenses?

Travel and subsistence can be claimed, in line with eligibility criteria. 

When attending study leave overseas travel is only eligible from UK port of entry, this means your travel up to the point you leave the UK e.g. travel to the ferry port/airport

What is considered an aspirational activity and how is it approved?

An activity that is not part of your curriculum is considered an aspirational activity, this includes exam preparation courses - although you are required to pass the exam, attending a preparation course is not mandated by the curriculum and therefore remains aspirational (CMT Guidance here)

Trainees applying for aspirational funding will need to have received an ARCP outcome of a 1 or 6, or be on track to receive. If you have ARCP outcome 2 or 3 for exam failure, you are eligible to apply for exam preparatory courses only. Any other ARCP outcome will result in your aspirational request not being approved.

Part-funding of courses may also be considered, depending on the overall cost of the course. For example, if a course is available locally but you choose to travel outside the East of England to attend the course in a different location, your TPD may feel it is reasonable for your course fees to be reimbursed, but travel and subsistence declined. 

Post-graduate courses will need to be rationalised with your Educational Supervisor or Training Programme Director.

The document 'Guidance for Approving Aspirational Activities' can be downloaded from the bottom of this page. 

How do I apply for study leave?

Trainees are expected to discuss their study leave plans with the Educational Supervisor (or Training Programme Director) at the start of each placement. 

You will need to follow the local application process (& additional HEE EoE form when relevant) to apply for study leave funding, if your aspirational activity has no cost attached the HEE EoE form does not need to be completed, the time can be agreed locally via the Trust study leave process. All applications and expenses must be submitted within the required timeframes, those that are not may be declined. 

Does study leave funding cover the cost of my exam fees?

Exam fees cannot be claimed from the study leave budget, this includes any associated travel and subsistence. 

However, exam preparatory courses will be considered for study leave under the ‘aspirational activity’ criteria.

Do I need to take study leave days to attend my training programme’s mandatory teaching days?

Yes.  All trainees are required to attend teaching days and study leave should be applied for via the employing Trust’s local process.

What happens if my course is cancelled?

If the course is canceled inform your local Education Centre at the earliest opportunity. The course provider will be expected to reimburse your booking fees. 

What can I do if my application is declined?

If you believe your study leave application was processed unfairly or incorrectly, then you are able to request a review of the process by which your application was considered by making a written submission to Health Education England, East of England. This must be done within 10 working days of receiving your outcome and should include the reasons for your complaint, and include any evidence to support your appeal.

All written submissions must be sent via email or as an attachment, with the original application form and outcome received. This should be emailed to studyleave.eoe@hee.nhs.uk 

Two members of the Senior Leadership Team at HEE, EoE will review the decision made, taking into account the evidence submitted and HEE EoE’s Study Leave Policy.

If the application has been declined due to late submission, it is likely the decision will be upheld. 

The decision following appeals is final; there is no further right of appeal.

I’m a SAS doctor / locally employed doctor, what am I entitled to?

Non-consultant, non-training (NCNT) grade doctors include SAS and locally employed doctors.

Access to funding for development opportunities for NCNT grade doctors is available separately and you are advised to speak directly to the Trust that employs you.

I'm a LAS, am I entitled to study leave?

Unfortunately LAS posts are not eligible for study leave. 

I’m going Out of Programme (OOP), will I still be entitled to study leave?

Trainees on Out of Programme Experience (OOPE), Out of Programme Research (OOPR), or Out of Programme Career Break (OOPC) are not entitled to study leave for the period they are out of the programme.

Trainees on Out of Programme Training (OOPT) are normally only entitled to study leave for this period if they are occupying a training post in our region.

I’m commencing my Period of Grace, what am I entitled to?

There are no study leave entitlements for trainees working their Period of Grace.

I’m taking parental leave, how does this affect my study leave allowances?

In line with the ‘Terms and Conditions of Service for NHS Doctors and Dentists in Training (England) 2016’ paragraph 39 states:

“Where a doctor takes maternity (parental) leave their entitlement to study leave continues, and this may be taken during ‘keeping in touch’ days or will otherwise accrue to be taken at a later date.”

As parental leave does not affect study leave entitlement trainees should be permitted to take study leave days, providing this does not affect safe service provision.

Can I attend courses in a location of my choice?

Where a course is available locally, funding should not be approved for a trainee to undertake the course, unless exceptional circumstances apply and have been discussed and approved by the TPD.

It must be remembered that the overall study budget held by HEE EoE is finite. As such trainees are reminded to act sensibly and professionally when requesting funding and use the cheapest local option available, wherever possible.

Can I claim for study leave funding if travelling overseas?

Funding of overseas study leave will only be considered for:

  • an individual who is the first author and sole presenter of a paper which has been accepted for presentation at a conference abroad or 
  • a training course that is not available in the UK, where the course or activity is part of the college curriculum or guidelines on required training, or where the course is set out as a mandatory requirement of the college training to reach the required qualification to practice.

The approval of such activities will be made by the Postgraduate Dean or his/her designated deputy and must be submitted using the 'additional aspirational application form' and selecting 'Overseas Activity' for the type of activity or course field. This must be submitted to studyleave.eoe@hee.nhs.uk a minimum of 6 weeks prior to the date of attendance.  

Friday, 28 December, 2018
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