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Study leave

Updated 27 November 2020

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.

Study Leave Policy

Policy amended 5 April 2018

1. Background

This policy follows guidance laid out by the Health Education England – Thames Valley (Oxford Deanery).

All forms of study leave are dependent on compliance with the guidelines in this policy.

2. F1 Teaching

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

  • F1 mandatory teaching on Tuesdays or Wednesdays
  • Case Based Discussion teaching on Tuesdays or Wednesdays
  • ALERT
  • ILS
  • Careers Workshops
  • Simulation Training
  • Teaching Opportunities as outlined in the Work Schedules.

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.

 

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