Appendix 9

Guidelines on the Study Leave Process for Doctors

Information for completing the study leave form

1. Fully complete the Study Leave Approval Form which can be found on the Trust intranet:

2. Forms should be sent (by hard copy or email) to your line manager, who will need to sign to say that you can have the time off.

3. If there are costs involved, the form should then be sent to the budget holder who should add the correct cost code and their signature.

Who is your budget holder?

Shropshire:

Middle Grades & Consultants – Clinical Director

Doctors in Training – Dr Simon Smith

Stafford:

Middle Grades and Consultants – Clinical Directors

Doctors in training – Claire Barkley

with exception of the Trust funded training posts ie.

  • CT2 post in Childrens – Clinical Director
  • GP post with Dr De (OLD AGE) – Clinical Director
  • ST4+ post with Dr Helen Whitworth (FORENSICS) – Clinical Director

4. Once the form has been authorised by both your line manager and the budget holder, please book your place on the course before sending to the Medical Staffing Department at Trust HQ. Forms can be sent in the post or by email to .

If there is an option for the Trust to be invoiced please ask for this – you then send the course booking form to the course provider and the ORIGINAL copy of the Trust Study Leave Form with a copy of the course booking form attachedto the Medical Staffing Department.

If a cheque needs to be raised send the original course booking form, with the Trust Study Leave Approval form attached, to the Medical Staffing Team. (Keep a copy of the booking form for your own information). The Medical Staffing Team will ask the Learning & Development Team to arrange for the Finance Department to raise a cheque to be sent off with the booking form.

5. If you need to be reimbursed for course fees or expenses, you must complete a course expenses claim form, have this signed by your line manager / supervising consultant and forward directly to the Payroll Department at Trust HQ.

Information to Supervising Consultants / Line Managers

When signing a study leave form, it is the responsibility of the supervising consultant or line manager to certify that the doctor has not exceeded their study leave entitlement, as below:-

Doctors in Training: 30 days per year (but this is to include teaching)

All other grades: 30 days over 3 years

Information to Budget Holders

Once you receive the study leave form, you will need to add the relevant cost code.

Shropshire

All Shropshire study leave comes out of budget G70H75

Stafford

All study leave forDeanery funded training posts (ie. most of the juniors) comes out of G70H75.

All other study leave (ie. Trust funded juniors and all other grades) comes out of directorates' own budgets

Trust funded doctor:

The CT2 post within Childrens

The GP post with Dr De – Old Age

The ST4+ post with Dr Helen Whitworth - Forensics

If you are unsure of the cost code please contact the Finance Department who can advise

Applications to access SAS Career Development Monies

The Trust annually receives funds specifically for the career development of middle grade doctors. To access these funds, eligible doctors must complete the study leave form in the normal way and ask their line manager to approve in terms of having the time away from work. The form should be clearly marked that is an application for SAS funding and then sentto Medical Staffing at Trust HQ. The Medical Staffing Team will forward the form to the panelof SAS representatives plus the Medical Director, who decide whether or not the applicationrepresents an appropriate use of the funding. TheMedical Staffing team will then inform thedoctor whether or notthe application has been successful, before the doctor can go ahead and book themselves a place on the course. The cost code for this funding is G70M00.