Study leave

Study Leave Policy

Policy amended April 2024.

Study leave for all training grade doctors

Retrospective applications will not be accepted.

Please apply on Accent Leave Manager:

Accent - Sign-In (hicom.co.uk)

To claim reimbursement from OUH payroll:

Payroll form to claim expenses (Word, 85 KB) - send to studyleave.officer@ouh.nhs.uk

Procedure for claiming expenses from Payroll

F1 Study Leave

It has been agreed by the Educational Governance Group that the following will count towards the 15 days.

• F1 mandatory teaching on Tuesdays
• F1 Case Based Discussion teaching on Thursdays
• ALERT
• ILS
• Careers workshops
• Simulation training with OxSTaR
• Optimising a Healthy Work/Life Balance course
• Any additional teaching organised by the Foundation Educational Lead Groups and supported by the Department of Postgraduate Medical Education
• Teaching opportunities as outlined in the Work Schedules
• Five study leave days can also be borrowed from F2 for 'taster' days - further details at Careers - UK Foundation Programme.

Taster weeks

Specialty tasters for foundation doctors - UK Foundation Programme

Non-GP Trainees

1. The Study Leave Officer sends the Payroll Expenses form to HR Records who will authorise the form and send to the payroll e-expenses team at University Hospitals, Birmingham (UHB) (01213 717566)
2. UHB Systems / e-expenses team sets up new users with login details. (Login details are emailed to Trainee's OUH email address).
3. Within three months of attending the course the Trainee doctor must log on to e-expenses using the login details emailed to their OUH email address by UHB to make a claim for reimbursement (attach all receipts).

On fintools, if you do not complete your claim correctly, or attach receipts, the claim will be returned to you on the system. You will receive an automated email notification with the subject line 'Expenses Claim reference … has been RETURNED and assigned to your level for action' and the claim will not be processed.

GP Trainees

1. Prior to the event/leave, complete and send the Study Leave form to the Trust Study Leave Officer.
2. After the educational activity (within three months), return your approval letter along with receipts to the Trust Study Leave Officer by email or post.
3. The Study Leave Officer will notify NHS England Thames Valley (NHSETV) that receipts have been received and your Lead Employer will be notified to reimburse you through your Monthly Payroll System.

Please read the following points and also the Policy before completing your application and expenses form.

GP ST3 doctors

All GP ST3 doctors should apply through the GP School at NHSETV.

Dental Core and Dental Specialty Trainees

1. Apply via Dental School process
2. Forward confirmation from Leave Manager to studyleave.officer@ouh.nhs.uk along with Payroll form.
3. Study Leave Officer writes to Trainee approving leave and outlining how to make their claim for reimbursement on e-expenses within three months of the Study Leave.
4. The Study Leave Officer sends the payroll expenses form to HR Records who will authorise the form and send to the payroll e-expenses team at University Hospitals, Birmingham (UHB) (01213 717566)
5. UHB Systems / e-Expenses Team sets up new user with login details. (Login details are emailed to Trainee's OUH email address).
6. Within three months of attending the course the Trainee must log on to e-expenses using the login details emailed to their OUH email address by UHB to make a claim for reimbursement (attach all receipts).

On e-expenses, if you do not complete your claim correctly, or attach receipts, the claim will be returned to you on the system.

You will receive an automated email notification with the subject line 'Expenses Claim reference … has been RETURNED and assigned to your level for action' and the claim will not be processed.

Appeals process

If there are extenuating circumstances and you wish to appeal against a decision made, please contact: england.studyleave.tv@nhs.net

Study Leave Officer

Email: studyleave.officer@ouh.nhs.uk

The Trust Study Leave Officer must receive the completed application no later than one week before the event.

Resource

Study Leave for Trainee Doctors | Working across Thames Valley - Health Education England