updated 2011

General principles

• The purpose of study leave is to support your personal development plan (PDP), as agreed with relevant GP educators (TPD, Educational Supervisor, Trainer)
• The priority for funding is those educational activities which prepare you for the requirements of nMRCGP
• Educational activities to pursue your personal learning interests or development towards a GPSI role will not be given priority.  However, provided they fall within the GP curriculum, funding may be considered if resources allow.
• Time off for study leave must be agreed by your trainer/clinical supervisor and Practice Manager/rota coordinator.  You must fulfil the service requirements of your post.

 

 

Deanery and National policy

• Study leave is currently a maximum of 30 days per annum. 
• Study leave does not include workplace-based training and protected teaching time within the working week. 
• It does include training activity arranged as an integral part of the training scheme’s programme, such as HDR and modular courses, unless you are required to return to work after the teaching (as for HDR in some hospital posts)
• LTFT trainees are entitled to study leave pro rata
• If study leave funding for a course is granted, travel and associated costs will be funded.
• You must make sure you attend the required number of half day release and/or modular courses, which take priority over any other demands for study leave
• Courses specifically run for the local training scheme take priority over other courses
• Local courses take priority over more distant courses.  Study leave will not normally be funded for distant MRCGP preparation courses.
• GP Update, refresher and Hot Topics courses are not normally funded as they are not considered the most effective way to prepare for AKT
• Trainees near the end of their training who are doing well in their assessments may be funded to attend local RCGP courses aimed at established GPs, if they have educational approval and if our resources allow.
• Exam leave – MRCGP:  for the first attempt, leave is granted with pay and expenses.  For subsequent attempts, leave is granted without pay and expenses.
• Exam leave – diplomas such as DRCOG, DFSRH, DCH, DGM:  provided educational approval is given, leave will be granted without funding.
• Private study leave – no automatic entitlement to this, but in exceptional circumstances may be approved for up to 2 days to prepare for an exam, no more than 3 days in a year.
• ‘GP re-orientation leave’ – the Deanery supports the use of study leave (on days negotiated with clinical supervisor and rota co-ordinator) for hospital trainees to return to their first training practice for a day’s GP work or to complete an audit, as well as for Educational Supervision meetings.

 

 

Bradford interpretation of policies
Because of limited resources, we are unable to promise funding for any specific courses.  We may be able to consider funding for courses relevant to GP (e g STIF), as well as courses for the GP related diplomas, but will consider each case individually.

 

 

What you need to do

• Make sure the learning need for which you are applying for study leave is on your PDP, clearly described and justified in relation to your career in GP
• If you are in any doubt, talk to a TPD before going any further.
• Use the approved study leave application form
• Get the request approved by your clinical supervisor or GP trainer (on the form or by email) and/or your educational supervisor, and a TPD
• Get approval from the rota coordinator and/or Practice Manager (on the form or by email)
• Apply 8 weeks in advance of the course if possible
• Pay any upfront charges required by the organisers of the course – these will be reimbursed unless you fail to attend the course

 

 

What Study Leave is not for

Study leave is not usually allowed for private study, but may be appropriate in exceptional circumstances. All study leave must be approved by the Trainer, Clinical Supervisor and/or Training Programme Director.

 

 

Study Leave in relation to Half-Day Release

Officially you get 30 days per year (=15 days every 6 months). But attending HDR already eats up all of this (15 days per 6 months). We (the TPDs) recommend that trainees be allowed up to 5 EXTRA study leave days every 6 months IN ADDITION to HDR attendance. Included in this extra 5 days is time off to sit compulsory exams. This additional study leave may be granted if the trainer agrees that it is appropriate for the trainee's professional development needs. However, this additional leave is entirely discretionary (and is almost impossible during your hospital posts).

 


Study leave - notes for the trainer/practice manager

 

1. Identify the course or other activity for which the trainee wants study leave
2. Check how much study leave they have had already
3. Talk to their trainer, who will discuss with them if it is educationally appropriate, and decide whether to approve it
4. The practice manager should try to accommodate the trainee’s request if it has been approved by the trainer and if the trainee has not had 5 days on top of HDR. You are okay to decline the request if there are too many other doctors away at that time, and the trainee’s absence would seriously compromise the service provided by the practice - but please talk to the trainer first and get his or her approval.
5. If the trainee has already had HDR plus 5 days, the trainer and the practice may agree to grant additional study leave if there are good reasons. Please view all requests sympathetically.

 

 

Applying for study leave - some guidelines
1. Please plan your study leave as far in advance as possible. At the very least, it should be 6 weeks in advance.
2. You can only use study leave for educational events which have been approved by either the Training Programme Director or your Trainer.
3. Make sure complete the study leave application form which asks you to state your aims and objectives for the proposed study, and how it fits in with your study plan. Further details below.

 

 

Applying for study leave - the process

 

This is the procedure to be followed when applying for study leave:

1. Arrange cover for your absence first: in a hospital post, this means liaising with your peers. In a GP post, this means liaising with the practice manager.
2. Obtain a study leave application form and fill it in. An application form is available in the blue downloads box above.
3. Get your Consultant/GP Trainer/Training Programme Director to approve your request and sign their part of the form.
4. Now submit the form. Forms must be submitted as far in advance as possible but in any event no later than 6 weeks prior to the proposed leave. Forward the application form to the local Postgraduate Centre (Sofya Loren, Bradford GP Training Scheme, Field House, Bradford Royal Infirmary, Field House Teaching Centre, Duckworth Lane, Bradford BD9 6RJ). Your local Postgraduate Education Centre will forward the claim form and evaluation form to the Deanery on your behalf.

 

 

If study leave is approved, you will receive a claim form and an evaluation form.

If study leave is not approved a brief explanation will be provided

 

Claim forms will not be processed unless accompanied by an evaluation form and reciepts.
• Claim forms must be submitted as soon as possible after the study leave has been completed. 
• Claims submitted after a 3 month period has elapsed will NOT be eligible for payment.