Leave applicant
- Familiarising themselves with the NHSE WM Study Leave policy and any relevant Trust/Practice policies.
- Submitting leave requests within an appropriate timeframe (6 weeks+) & including estimated expenses that will cover their needs.
- Contacting their local Study Leave Coordinator/NHSE proactively and prospectively if they have any issues doing so, or need anything amending.
- Managing their study leave days & budget appropriately and requesting changes proactively through the appropriate route (as per policy) as necessary.
- Submitting expenses claims with the required evidence and information in line with their employer’s process, and in an appropriate timeframe (within 8 weeks of completing the activity or, exceptionally, within 8 weeks of the leave request being fully approved; whichever is later).
Thresold Approvers - Head of School (Secondary Care only)
- Assessing the educational and financial suitability of the request for the individual postgraduate doctor/dentist/learner, considering the availability of alternative comparable activities, equity of access for other postgraduate doctors/dentists/learners, individual progression, stage of training and career aspirations, where an the application expenses are above £1000.
- Doing so within an appropriate timeframe (we would suggest within 7 days of receipt).
- NOTE: Leave applications will only progress to the Rota and Exception approvers once the application has been approved by the Threshold Approver (Sequence 10).
International Approver - Associate Postgraduate Dean
- Assessing the educational and financial suitability of any international leave requests for the individual postgraduate doctor/dentist/learner, considering the availability of alternative comparable activities, equity of access for other postgraduate doctors/dentists/learners, individual progression, stage of training and career aspirations.
Rota Approver
- Confirming that the applicant can be released from/is not scheduled for the rota on their requested study leave day/s.
- Confirming any cancelled leave requests.
- Doing both within an appropriate timeframe (we would suggest within 7 days of receipt).
Educational Approver - TPD
- Assessing the educational and financial suitability of the request for the individual postgraduate doctor/dentist/learner, considering the availability of alternative comparable activities, equity of access for other postgraduate doctors/dentists/learners, individual progression, stage of training and career aspirations.
- Doing so within an appropriate timeframe (we would suggest within 7 days of receipt).
- NOTE: Educational Approvers do not receive requests for curriculum required and curricular support activities; these have been preapproved as part of the required training programme. Leave requests will only progress to the Educational approver once the request has been approved by the Rota Approver (Sequence 50).
Study Leave Coordinators - Trust
- Providing information and guidance at Trust/GP Programme inductions/for new starters regarding local study leave process.
- Providing information and guidance on NHSE WM policies and systems as well as local processes.
- Processing of expenses (with exception of PH and Academic applicants employed by HEIs.
- Providing information/updates where required to NHSE WM on rota coordinator changes.
- Act as the first point of contact for postgraduate doctors, dentists, and learners locally.
NHS England Study Leave (West Midlands)
- Policy updates – regular communication with Study Leave Coordinators and Medical Education Managers.
- Provision of study leave funding.
- Provision and maintenance of a study leave recording system.
- Provide information and guidance at School/Programme inductions/for new starters regarding the overall study leave process.
- Support complex/technical queries and provide support/authorisation/ratification for Study Leave Coordinators as appropriate.