STUDY LEAVE INTERIM GUIDELINES
(01 August 2007 to 31 July 2009)
Entitlement & Eligibility
Only those in training posts funded by NES and educationally approved will be eligible for Study Leave funding. Foundation Year 2 trainees are eligible to have an ALS Course and Clinical Skills Course only funded.
Those not eligible for study leave are; West of Scotland trainees working outwith the Region, trainees in a non-substantive training post, Career Grade Doctors, Research Fellows holding Honorary ST1/2 contracts, Locum Appointments (Service), Deferred entrants, GP Registrars and Foundation Year 1 trainees.
Eligible trainees receive an annual individual budget using the agreed NES notional budget figures. Study Leave is being reviewed nationally but current figures are as follows:
ST1s and ST2s receive £720.
Dental Foundation Trainees and SHOs receive £720.
SpRs and ST3s and abovereceive £840.
FTSTA 1 and 2 trainees will receive £720 and FTSTA 3 and above will receive £840 per annum.
Trainees appointed to Locum Appointment Training (LAT) posts from 01 November 2007 receive a 9 month budget of £540.
Those trainees on 5 or 6 sessions receive 2/3 of the above amounts i.e. £480 and £560.
These figures apply to the West of Scotland Region only.
All eligible full-time trainees have 30 study days available per annum. Those on 5 and 6 sessions have 20 study days available.
Application Process
UK Study Leave can be used for Course Fees, Conferences Fees, Meetings Fees andTravel and Subsistence associated with them. Private Study Leave subject to local negotiation can also be approved. Travel and Subsistence for Exams can be reimbursed but not Exam fees. Masters and PhD courses cannot be funded through Study Leave.
Application forms can be obtained from your Postgraduate Tutor’s Administrator. (See overleaf)
APPLICATION FORMS MUST BE COMPLETED EVEN IF COURSE COSTS ARE BEING TAKEN DIRECTLY FROM YOUR STUDY BUDGET.
Application forms must reach your Postgraduate Tutor before the study leave starts. Retrospective applications will only be approved under exceptional circumstances*.
Once completed, application forms must be signed by your Clinical Director/Consultant/Head of Department (to grant you the time off) and your Postgraduate Tutor (to confirm the study leave is educationally relevant). Forms are then forwarded to NHS Education for financial approval. Forms will be returned if signatures are not obtained.
If approved, a claim form is sent. Then, and only then, are original receipts to be attached and returned for processing. Receipts sent with the application form will be returned and the claim delayed until a claim form has been properly completed.
Study Leave must be applied for in advance even if the study leave is on a weekend and/or on days you are not due to be working.
Please note that if Course fees are payable from any source (eg Self-financing with re-imbursement from the Deanery, or direct from the Deanery by invoice) then the “with expenses” box should be ticked.
Claim Process
Original receipts must be submitted unless booked via the internet where print outs of proof of payment are accepted.
Claims can be submitted at any time once the application for study leave has been approved by NHS Education but must be returned no later than 3 months after the study leave has finished. Claims received after that will be returned unless there are exceptional circumstances* as to why it is late.
Subsistence costs can be claimed up to a maximum of £75 per night for Bed & Breakfast plus up to £20 for meals in a 24-hour period. Course dinners are paid at £20.No other social activities will be funded. Mileage is paid at 23p per mile.
Invoices may be arranged to be sent to NHS Education for Scotland by the course organisers, but will not be paid until a fully completed study leave application form has been approved.
If you have been unable to attend a course, the course has been cancelled or do not intend to claim any expenses, we would be grateful if you could let us know so your Study Leave budget record can be amended accordingly.
Overseas or Prolonged Study Leave
All Overseas or Prolonged Study Leave must be applied for at least 3 months in advance. Late applications run the risk of not being granted. Courses Overseas are not eligible for funding. Overseas Leave cannot be longer than 2 weeks in duration.
Separate Overseas forms are available from NES and the Postgraduate Offices below. Overseas Leave is discretionary and is reimbursed to a maximum of £300 deducted from your study leave budget for Conferences and Meetings where a presentation is being given. Overseas leave with expenses will only be granted once in any contractual year.
If presenting, confirmation of this must be sent with the overseas application form. If this is not sent there will be a delay in processing the application until it is received.
*Not being aware of study leave procedures does not constitute exceptional circumstances.
Contact Details
Stuart BrownTel: 0141 223 1536Fax: 0141 223 1514Email:
Laura MacDonaldTel: 0141 223 1535Fax: 0141 223 1514Email:
The following address should be used for all study leave enquiries, correspondence and Invoicing purposes. A course Evaluation Form is also available and we would be grateful of any feedback for any recent courses attended.
NHS Education for ScotlandThe full Study Leave Guidelines information can be found
West of Scotland Regionon our website at the following address:
3rd Floor, 2 Central Quay
89 Hydepark StreetOnce there, click on Medicine then click on Study Leave,
Glasgow G3 8BWand finally click on Study Leave in the West Region.
Postgraduate Tutors and relevant information is detailed below. Psychiatry trainees should contact their College Tutor.
HOSPITAL / POSTGRADUATE TUTOR / ADMINISTRATOR / PHONE NUMBERAyr Hospital / Dr S K Ghosh / Mrs Elizabeth Reid / 01292 610555 ext 4610
Crosshouse / Dr H Neill / Mrs Sandra Hewat / 01563 577500
Dental Hospital / Dr A Wray / Mrs Marcia Cook / Ms Melodye Rennie / 0141 211 9711
Dumfries & Galloway / Dr R Simpson / Ms Sheila Martin/ Ms Jennie Pawson / 01387 241593
Falkirk Royal Infirmary / Dr D McQueen / Mrs Emily Fotheringham / 01324 616169
Glasgow Royal Infirmary / Dr J Fox / Mrs Sandra Clubb / 0141 211 5413
Hairmyres Hospital / Dr B Yip / Mrs Liz Brown / Ms June Lamont / 01355 585484
Inverclyde Royal / Dr M Staber / Mrs May Campbell / 01475 504523
Monklands Hospital / Dr E A McIntyre / Mrs Alison Ross / 01236 712742
Royal Alexandra / Dr W S Hislop / Mrs Marian Hopcroft / 0141 314 6614
Southern General / Dr W Reid / Mrs Liz Johnstone / 0141 201 2165
Stirling Royal Infirmary / Dr D McQueen / Mrs Lottie McKie / 01786 434103
Stobhill Hospital / Dr R Milroy / Mrs Jean Elliot / 0141 201 3595
Vale of Leven / Dr J Series / Mr Mark Ulrich / 01389 603843
Victoria Infirmary / Dr R Glavin / Mrs Mary Smith / 0141 201 5762
Western/Gartnavel / Dr E Spilg / Mrs Laura Wells / 0141 211 2034
Wishaw General / Dr I Gunn / Ms Sheona Everett / 01698 366755
Yorkhill Hospital / Mr R Carachi / Ms Kay Byrne / 0141 201 0170
Last Updated 15/07/08 - SB