Overview
Trainees in the East of England may apply for study leave activity of any cost for courses that are mandated by the curriculum or those that are not, referred to as 'aspirational'. The eligibility criteria and process must be adhered to in order for applications to be approved.
Depending on the type and cost of your request, the application process may vary, please see guidance and table below:
- Curriculum mandated up to £600: During the recent revisions of curricula to make them capability-based, most mandated courses have been removed from curricula, the main exceptions being some life support courses. We have therefore removed the list of “approved courses” which used to appear here, while we review it. For any courses costing under £600 that are mandated in curricula, trainees need to apply via their employer’s local processes and the approval process will be managed locally. Please note that for courses delivering advanced life support skills training, it has been agreed nationally that a blended learning approach (one day each of distance and face-to face learning) is the preferred option, so please do not apply for two day face-to-face courses other than in truly exceptional circumstances; if you believe there are exceptional circumstances in your case, please contact us at england.studyleave.eoe@nhs.net prior to applying for the course.
- Curriculum mandated exceeding £600 and/or aspirational activity (any cost): Trainees will need to follow the employing Trusts study leave process and complete the additional NHSE EoE Study Leave Form, available at the bottom of this page. Please refer to the short video below for guidance on properly downloading this form.
Course |
Cost |
Processes |
Who approves this? |
|
Under £600 |
Employing Trust local process |
Local form: Educational Supervisor (or equivalent) |
|
|
Over £600 |
Local process + NHSE EoE Study Leave Form |
Local form: Educational Supervisor (or equivalent) Additional form: TPD |
|
|
Aspirational course/activity (including exam preparation) |
Any |
Local process + NHSE EoE Study Leave Form |
Local form: Educational Supervisor (or equivalent) Additional form: TPD (& FSD if FY2 trainee) |
|
Aspirational course/activity (including exam preparation) |
No cost/expenses |
Local process |
Local form: Educational Supervisor (or equivalent) |
|
Overseas course/activity |
Any |
Local process + NHSE EoE Study Leave Form |
Local form: Educational Supervisor (or equivalent) Additional form: PG Dean (or Deputy) |
Application Process Flowcharts
Study Leave Application Process Flowchart
GP Study Leave Application Process Flowchart
Foundation Year 2 Study Leave Application Process Flowchart
Application Forms
GP Study Leave Application Form
How to Download and Open the NHSE EoE Digital Form
The form cannot be opened or completed in a web browser. Please ensure you download and save the document locally on your PC/laptop, then open it as a PDF with Adobe Acrobat or Adobe Reader before completing.
Our digital forms can be found at the bottom of this page.
In line with Point 8 of the 10 Point Plan to improve resident doctors’ working lives, all study leave activities are now in scope for early reimbursement (ER) payments, as long as the necessary approvals have been obtained in advance and valid receipts can be provided at the point of claiming.
What expenses are applicable for early reimbursement?
Course/conference fee, accommodation and public transport (e.g. a train that has already been booked) with receipts.Receipts/proof of purchase must be provided for all expenses within an ER claim.
What expenses are not applicable for early reimbursement?
Mileage and subsistence (as these can only be incurred in ‘real time’) or any of the above expenses for which a receipt/proof of purchase is not provided.
Does another claim need to be submitted after the event if I am also claiming mileage or subsistence?
Yes, mileage and subsistence need to be claimed after the activity is completed, along with any other expenses for which a receipt could not be provided prior to the activity. Please ensure that you refer to any local guidance provided by your Trust/Employers specific reimbursement process.
What if the event is cancelled or I do not attend?
If you have been reimbursed early and did not attend the event or it has been cancelled, you must inform your Trust/Employer, and the money will be recouped (where appropriate to the circumstances). Failure to do this will be reported to the Head of School and GMC as a probity concern.
When should I submit my certificate of attendance?
Proof of attendance will no longer be required; all resident doctors are required to inform their local contacts if they did not attend an event. Any applicants found to be claiming for non-attendance will be required to return any funds claimed and will be reported to their Head of School and GMC as a probity concern.
If a doctor or dentist in training disagrees with a decision about study leave funding, they should in the first instance contact the relevant authoriser that refused the application to request an explanation / review.
If a doctor or dentist in training remains of the opinion that the wrong decision has been made, they can appeal against the decision using the HEE East of England appeal form.
Please see our appeal process detailed in our policy HERE.
Step by step guidance on how to set up a digital ID - Digital ID instructions
Electronic form guidance for Mac users - Mac user guidance
Download Adobe Acrobat Reader Free - Click Here
HEE Coronavirus (Covid-19) Information for Trainees - Click Here
HEE EoE Webpages
SuppoRTT (Supported Return to Training) - Click Here
Bursaries - Click Here
For queries regarding Individual Study Leave or to discuss the local application process please contact your Medical Education Department.
For queries regarding the NHSE EoE additional approval form please contact england.studyleave.eoe@nhs.net
Aspirational Requests
The NHSE EoE additional form is to be signed off by the RCP Tutor instead of the TPD, for CMT/IMT trainees. Your RCP Tutor can be found here.
For trainees on a PEM rotation, the additional sign off form process can be completed by the PEM Lead, Lisa Mackenzie - lisa.mackenzie@addenbrookes.nhs.uk
Local College Tutors may approve aspirational study leave requests under the value of £100, in the place of the TPD.
Aspirational requests exceeding £100 will still need to be sent to the TPD for review and approval.
All other requirements must still be met in the process of applying for study leave (see flowchart for more detailed info).
