Skip to main content
Oxford University Hospitals NHS Foundation Trust
Education Centres

AlertCoronavirus / COVID-19

If you have a new continuous cough, a high temperature, or a loss or change to your sense of taste or smell, do not come to our hospitals. Follow the national advice.

Please find information on our services and visiting restrictions in our COVID-19 section.

Patients and visitors must wear a face covering in our hospitals.

This site is best viewed with a modern browser. You appear to be using an old version of Internet Explorer.

Study leave

Updated 30 July 2020

May 2020 - COVID-19 update

We are aware that most face to face courses and events have been cancelled or postponed, and that some have been replaced with online versions as an alternative.

The Study Leave budget does not usually cover virtual courses (unless it is an existing element of a face to face course), however we are conscious that some of these events may be time-critical for a number of trainees who are nearing a significant point in their training.

Therefore, for trainees wishing to apply for funding to access an online course, the following will apply:

Type of course Event approval notes

Essential course as listed by School on the HEETV website (classed as essential for training progression and as per the relevant curriculum)

Usually delivered face-to-face but transferred to an online platform due to COVID-19

We are not aware of any essential courses that have been delivered exclusively online, without a face to face element, prior to COVID-19

Normal action continues

Can be approved if all normal requirements met (sign off by ES, TPD approval if over £700 etc.)

Desirable course as listed by School on the HEETV website

Usually delivered face to face, but transferred to an online platform due to COVID-19

Normal action continues

May be approved if all normal requirements met (sign off by ES, TPD approval if over £700, relevant to stage of training etc.), partial funding may be allocated if approved

Any other course not listed by School on the HEETV website

Usually delivered face to face, but transferred to an online platform due to COVID-19

Normal action continues

Course to be reviewed for relevance by TPD / Head of School / Associate Dean for Study Leave (whoever is most appropriate), partial funding may be allocated if approved

Any other course not listed by School on the HEETV website, usually online, method of delivery has not changed due to COVID-19

Normal action continues

Course not to be approved for funding

 

The lists of essential and desirable courses by School can be found on the HEETV Study Leave web page.

Retrospective applications

Doctors please note that retrospective applications to the Study Leave Officer will not be accepted under any circumstances.

If your funding is approved it will need to be claimed on e-expenses within three months.

Study leave for all training grade doctors

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.

OUH Training Grade Doctor Appointed By HETV Study Leave January 2020

Procedure

Non-GP Trainees

  1. Prior to the event/leave, complete and send together the Study Leave form and the Payroll form to claim expenses to the Trust Study Leave Officer.
  2. Study Leave Officer writes to Trainee doctor approving leave and outlining how to make their claim for reimbursement on e-expenses within three months of the Study Leave.
  3. 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)
  4. UHB Systems / e-expenses team sets up new users with login details. (Login details are emailed to Trainee's OUH email address).
  5. 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 HETV that receipts have been received and your Lead Employer will be notified to reimburse you through your Monthly Payroll System.
  4. GP Trainees contact studyleave.tv@hee.nhs.uk with Payroll enquiries.

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

Documents

If you are in a GP post at the time of study leave you should apply through the GP School at Health Education Thames Valley (Oxford Deanery) for your study leave.

If you are in a hospital post at the time of study leave you should apply using the forms above.

Dental Core and Dental Specialty Trainees

  1. Prior to the event/leave, send Dental School application form along with approval from the Dental School Administrator and the Payroll form to claim expenses to the Trust Study Leave Officer.
  2. 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.
  3. 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)
  4. UHB Systems / e-Expenses Team sets up new user with login details. (Login details are emailed to Trainee's OUH email address).
  5. 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.

GP ST3 doctors

All GP ST3 doctors should apply through the GP School at Health Education Thames Valley (Oxford Deanery).

Study leave appeals process

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