Study Leave Procedure for all ScarboroughGeneral Practice Specialty Trainees

(GP ST grades)

Simple steps to getting the Study Leave you require

Inform Kathy of ALL study leave you go on, so this can be recorded in your file (you may need this when putting information into your e-portfolio at a later date)

If you are in a GENERAL PRACTICE SURGERY

Before Your Study Leave

  • Arrange time off with the surgery.
  • Fill in a YELLOW App1 form (Application for course fees and expenses - get from Kathy in office or online) – This needs filling in, even if there are no expenses to claim for your Study Leave, as the information from here is taken to record what courses you have been on.
  • This needs to be filled in 6 weeks before the course, and needs to be filled in correctly, including which surgery you are working at, and where you will be at the time of the course.
  • Sections A&B need to be completed.
  • Section C needs the estimates of expenses filling in – this is an estimate, please ensure that you do fill it in, or we will assume you do not require any expenses to attend the course. Section D does not need filling in.
  • Supporting documentation, e.g. course or exam details, must be attached to the App1 form.Return this form to Kathy at the Postgraduate Centre who will have this approved by a Training Programme Director.
  • Ask Kathy if your App1 form has been approved, you will NOT get a letter. Do not assume that you will get approvalor expenses for the courses.

After your Study Leave

  • Once you have been on the course you need to fill in a GP schemeclaim form (available from Kathy in the office, or this web site). This needs to be filled in correctly with your bank details, you will not get paid if your details are not on this form.
  • Your claim details must be put on the back of the form.
  • PLEASE NOTE: ALL CLAIMS MUST BE ACCOMPANIED BY RECEIPTS (mileage will be paid on the quickest route calculated on the internet, and does not need petrol receipts).
  • There is a maximum amount for overnight accommodation, and meal expenditure, please check for the latest figures from Kathy. (Receipts will be needed).
  • Do not forget to sign and date your form.
  • Study Leave expenses should be claimed no later than three months after the return from leave. They will not be paid after this time.
  • RETURN THIS COMPLETED FORM WITH RECIEPTS TO KATHY

If you are in PALLIATIVE CARE

Before Your Study Leave

  • Arrange time off with St Catherines Hospice
  • Fill in a YELLOW App1 form (Application for course fees and expenses - get from Kathy in office or online) – This needs filling in, even if there are no expenses to claim for your Study Leave, as the information from here is taken to record what courses you have been on.
  • This needs to be filled in 6 weeks before the course, and needs to be filled in correctly, including which surgery you are working at, and where you will be at the time of the course.
  • Sections A&B need to be completed.
  • Section C needs the estimates of expenses filling in – this is an estimate, please ensure that you do fill it in, or we will assume you do not require any expenses to attend the course. Section D does not need filling in.
  • Supporting documentation, e.g. course or exam details, must be attached to the App1 form. Return this form to Kathy at the Postgraduate Centre who will have this approved by a Training Programme Director.
  • Ask Kathy if your App1 form has been approved, you will NOT get a letter. Do not assume that you will get approval or expenses for the courses.
  • Fill in a Scarborough Hospital NHS Trust Application for Study Leave – Medical and Dental Staff form (from medical staffing or Postgraduate Centre reception, it is the same form as Foundation and Core Trainee)
  • Hand this form into Medical Staffing at the Hospital. Please ensure this form is signed by your clinical supervisor at the hospice.

After your Study Leave

  • Once you have been on the course you need to fill in a GP scheme claim form (available from Kathy in the office, or download one on this site). This needs to be filled in correctly with your bank details, you will not get paid if your details are not on this form.
  • Your claim details must be put on the back of the form.
  • PLEASE NOTE: ALL CLAIMS MUST BE ACCOMPANIED BY RECEIPTS (mileage will be paid on the quickest route calculated on the internet, and does not need petrol receipts).
  • There is a maximum amount for overnight accommodation, and meal expenditure, please check for the latest figures from Kathy. (Receipts will be needed).
  • Do not forget to sign and date your form.
  • Study Leave expenses should be claimed no later than three months after the return from leave. They will not be paid after this time.
  • RETURN THIS COMPLETED FORM WITH RECIEPTS TO KATHY

If you are in a PSYCHIATRY POST

Before Your Study Leave

  • Arrange time off with your department.
  • Fill in a YELLOW App1 form (Application for course fees and expenses - get from Kathy in office or online) – This needs filling in, even if there are no expenses to claim for your Study Leave, as the information from here is taken to record what courses you have been on.
  • This needs to be filled in 6 weeks before the course, and needs to be filled in correctly, including which surgery you are working at, and where you will be at the time of the course.
  • Sections A&B need to be completed.
  • Section C needs the estimates of expenses filling in – this is an estimate, please ensure that you do fill it in, or we will assume you do not require any expenses to attend the course. Section D does not need filling in.
  • Supporting documentation, e.g. course or exam details, must be attached to the App1 form. Return this form to Kathy at the Postgraduate Centre who will have this approved by a Training Programme Director.
  • Ask Kathy if your App1 form has been approved, you will NOT get a letter. Do not assume that you will get approval or expenses for the courses.

After your Study Leave

  • Once you have been on the course you need to fill in a GP scheme claim form (available from Kathy in the office, or available on this site). This needs to be filled in correctly with your bank details, you will not get paid if your details are not on this form.
  • Your claim details must be put on the back of the form.
  • PLEASE NOTE: ALL CLAIMS MUST BE ACCOMPANIED BY RECEIPTS (mileage will be paid on the quickest route calculated on the internet, and does not need petrol receipts).
  • There is a maximum amount for overnight accommodation, and meal expenditure, please check for the latest figures from Kathy. (Receipts will be needed).
  • Do not forget to sign and date your form.
  • Study Leave expenses should be claimed no later than three months after the return from leave. They will not be paid after this time.
  • RETURN THIS COMPLETED FORM WITH RECIEPTS TO KATHY

If you are in a HOSPITAL POST

Before Your Study Leave

Note: You have 2 forms to fill in.

  • Fill in a YELLOW App1 form (Application for course fees and expenses - get from Kathy in office or online) – This needs filling in, even if there are no expenses to claim for your Study Leave, as the information from here is taken to record what courses you have been on.
  • This needs to be filled in 6 weeks before the course, and needs to be filled in correctly, including which post you are working in, and where you will be at the time of the course.
  • Sections A&B need to be completed.
  • Section C needs the estimates of expenses filling in – this is an estimate, please ensure that you do fill it in, or we will assume you do not require any expenses to attend the course. Section D does not need filling in.
  • Supporting documentation, e.g. course or exam details, must be attached to the App1 form. Return this form to Kathy at the Postgraduate Centre who will have this approved by a Training Programme Director.
  • Ask Kathy if your App1 form has been approved, you will not get a letter. Do not assume that you will get approval or expenses for the courses.
  • The Trust Study Leave form takes precedence over the App1 form as this is approval for you to get time away from your department. If this is not approved you will not be able to take study leave.
  • Fill in a Scarborough Hospital NHS Trust Application for Study Leave – Medical and Dental Staff form (from medical staffing or Postgraduate Centre reception, same form as Foundation and Core Trainee)
  • Fill in ALL of Section 1 and Section 2, including enclosing copies of relevant information, study leave will not be approved without these.
  • Section 3 must be filled in – even though the Trust will not be paying the expenses, this comes out of the GP Schemes study leave budget.
  • Section 4 must be completed by the doctors that are covering you, your clinical supervisor (under Educational Supervisor’s signature), the rota co-ordinator, and yourself. Without any of these signatures the form will not be approved. Please NOTE: Do NOT send to your educational supervisor, this is to be filled in at the Hospital.
  • Forms must be submitted as far in advance as possible, but in any event no later than 6 weeks prior to the proposed leave.
  • It is essential that the trainee arranges cover for their absence as required.
  • Supporting documentation, e.g. course or exam details, must also be attached to the study leave form as this goes to HR.
  • Take your form to the medical staffing department at the hospital.

After your Study Leave

  • Once you have been on the course you need to fill in a GP scheme claim form (available from Kathy in the office, or on this site). This needs to be filled in correctly with your bank details, you will not get paid if your details are not on this form.
  • Your claim details must be put on the back of the form.
  • PLEASE NOTE: ALL CLAIMS MUST BE ACCOMPANIED BY RECEIPTS (mileage will be paid on the quickest route calculated on the internet, and does not need petrol receipts).
  • There is a maximum amount for overnight accommodation, and meal expenditure, please check for the latest figures from Kathy. (Receipts will be needed).
  • Do not forget to sign and date your form.
  • Study Leave expenses should be claimed no later than three months after the return from leave. They will not be paid after this time.