effective from: 24/08/2015 - nhs gateshead · 2018. 11. 19. · education, training and development...

Education, Training and Development Policy v4

Policy No: PP29

Version: 4.0

Name of Policy: Education, Training and Development Policy and

Study Leave Procedure

Effective From: 24/08/2015

Date Ratified 17/08/2015

Ratified Human Resources Committee

Review Date 01/08/2017

Sponsor Director of Strategy and Transformation

Expiry Date 16/08/2015

Withdrawn Date

Unless this copy has been taken directly from the Trust intranet site (Pandora) there is no assurance that

this is the most up to date version

This policy supersedes all previous issues

Education, Training and Development Policy v4 2

Version Control

Version Release Author/Reviewer Ratified

by/Authorised

by

Date Changes

(Please identify page

no.)

1.0

01/08/2000 Trust Policy

Forum

14/06/2000

2.0

October

2003

Trust Policy

Forum

October

2003

2.1

March 2010 Trust Policy

Forum

October

2003

3.0

07/08/2012 M Darroch HR Committee

06/08/2012

3.1 09/04/2014 K Forsyth Chair’s action 03/04/14

Addition of Appendix 1

arrangements for

medical and dental

staff

4.0 24/08/2015

K O’Brien HR Committee 17/08/2015


Contents

Section Page

1 Introduction ................................................................................................................................... 4

2. Policy scope ................................................................................................................................... 4

3. Aim of policy .................................................................................................................................. 4

4 Duties (roles and responsibilities) ................................................................................................. 5

5 Definitions ...................................................................................................................................... 7

6 Education, training and development ........................................................................................... 8

6.1 Identifying learning needs ................................................................................................ 8

6.2 Organisational approach to meeting learning needs ....................................................... 8

6.3 Professional programmes of study and further education including diplomas,

degrees, post-graduate qualifications and masters qualifications ................................. 10

6.4 Evidence of learning and development .......................................................................... 10

6.5 Sharing learning .............................................................................................................. 10

6.6 Applying for leave and financial support ........................................................................ 11

6.7 Funding arrangements ................................................................................................... 11

6.8 Financial recovery ........................................................................................................... 12

7. Training ........................................................................................................................................ 13

8. Equality and diversity .................................................................................................................. 13

9. Monitoring compliance with the policy ....................................................................................... 14

10. Consultation and review ............................................................................................................. 14

11 Implementation of policy (including raising awareness) ............................................................. 14

12 References ................................................................................................................................... 14

13 Associated documentation (policies) .......................................................................................... 15

Appendices

Appendix 1 – Arrangements for Medical and Dental Staff ...................................................................... 16

Appendix 2 – Examples of Learning and Development Opportunities. ................................................... 22

Appendix 3 – Study Leave Procedure ...................................................................................................... 23

Appendix 4 – Study Leave and financial support matrix ......................................................................... 24

Appendix 5 - Masters application form .................................................................................................. 25

Appendix 6 – Time to Train Guidance for Employees ............................................................................. 27

Appendix 7 - Time to Train Application Form ......................................................................................... 28

Appendix 8 – Time to Train Response Form ............................................................................................ 31

Appendix 9 – Education, Learning and Development Contract (CPD Contract) ...................................... 32

Appendix 10 – Education, Learning and development Contract ............................................................. 34


Education, Training and Development Policy and Study Leave Procedure

1 Introduction

1.1 Learning and development in its broadest sense is central to the continued delivery of high

quality safe and effective health services that are responsive to people’s needs. The Trust

needs to ensure that staff are appropriately equipped and skilled to undertake their role

and is committed to ensuring that all staff learn and develop appropriately to meet the

needs of the Trust’s strategic aims and key objectives.

Gateshead Health NHS Foundation Trust recognises the importance of investing in the

ongoing development of all staff so that we can fulfil our Vision which places excellent

patient care at the centre. In turn, individual members of staff are expected to make a

commitment to develop and apply their knowledge and skills to meet the demands of their

post.

2 Policy scope

2.1 This Policy applies to all staff working within Gateshead Health NHS Foundation Trust.

There are also specific guidelines for medical and dental staff which are attached at

Appendix 1.

2.2 It is applicable to all forms of education, learning and development activities with the

exception of statutory basic training of professional groups and includes courses which are

self-funded but occur during working hours.

In this context the policy applies to all conferences, seminars, workshops, continuing

professional development, further educational opportunities and in-service training where

the content or purpose is mainly educational and is in keeping with Trust service objectives.

For the purposes of funding the policy does not apply to:

a) Visits to external units or trusts except where a visit is specifically for the purposes of an individual’s development;

b) Officially recognised meetings of officers with their counterparts in other areas;

c) Visits to exhibitions;

d) Courses or conferences organised by staff associations, professional bodies or trade unions other than those organised specifically for educational purposes;

e) Discussions regarding professional training or arranging and participating in training activities eg lecturing and examining; and

f) Courses or conferences where the individual has been asked to speak if a fee is being received by the individual.

3 Aim of policy

This policy sets out the Trust’s approach for the provision of education, learning and development

opportunities for employees to achieve the organisation’s overall objectives. It defines the

processes by which the Trust will support learning and development, in terms of time and financial


resource, to enable staff to develop the knowledge and skills necessary for them to fulfil their

duties to the required standard.

The overall purpose of this policy is to:

• Ensure that the Trust has a highly competent and capable workforce;

• Support the creation of a culture of continuous learning based on principles of shared responsibility between the organisation and individual;

• Ensure a fair and systematic approach to identifying and meeting learning needs and to promote creative approaches to learning and development that reflect changing services

needs, roles and demand;

• Ensure that the ways in which learning and development can be accessed and supported across the Trust are clear;

• Make clear responsibilities of managers and staff to create and provide a wide range of learning opportunities;

• Assist managers and staff in identifying to appropriate and most effective use of Trust resources to facilitate learning and development;

• Ensure all staff are aware of the correct procedure and timescales for applying for study leave;

• Equip all staff to carry out their role, achieve their potential and meet overall needs of the organisation; and

• Clarify expectations that an individual has for sharing knowledge and learning.

4 Duties – (roles and responsibilities)

All staff

An employee’s personal development is a shared responsibility with that of the Trust. Information,

advice, guidance and support are provided by the Education, Learning and Development Team and

other key professionals. In return for the provision of learning and development opportunities,

employees must accept a commitment to be developed, to apply their knowledge and skills to

ensure best practice and to share their learning with others. All staff, including temporary and

agency staff, have a responsibility to:

• Comply with this policy and supporting documentation. • Accept a shared responsibility for their learning and development with their appraiser/line

manager;

• Make a commitment to undertake the learning and development identified within their Personal Development Plan (PDP) as part of the Trust’s mandatory appraisal process;

• Attend and complete education, learning and development activity when agreed and provided, including submission of any required assessments/portfolios;


• Recognise that learning takes many forms and see the value of learning in the workplace as well as more formal forms of development; see Appendix 2;

• Access structured external training or education as deemed appropriate;

• Provide evidence of their learning in a structured format over time, using the approaches described in the Trust’s CONTACT Appraisal Policy (PP37 and seek support if required from

their line manager or local learning facilitator/ representative. See section 8 for further

details;

• Support the implementation of change and improvement in their practice as a result of attending the education, learning and development activity; and

• Share their learning, as agreed at the outset with their line manager, for the benefit of others within the team and/or organisation.

Managers

Managers should:

• Ensure that staff are aware of and comply with this policy and supporting documentation;

• Accept a shared responsibility for the learning and development of staff they manage or supervise;

• Identify local training needs through the annual service planning process;

• Ensure a Business Unit/divisional programme that enables all staff access to annual mandatory training either by attending the mandatory training day or by e-learning;

• Ensure the existence of a local mandatory training needs analysis according to role and responsibilities of staff within the Business Unit/division/department and to ensure

compliance with mandatory training requirements for each level;

• Through the Trust’s appraisal process identify individual learning and development needs in a fair and objective way, and ensure they are featured on their Personal Development Plan;

• Ensure that the appraisals carried out with staff are of a high quality and reflect best practice as set out in Trust policies, current training and published guidance;

• Identify potential barriers to learning eg skills for life needs, personal circumstances, hours of work;

• Make all staff aware of the learning and development opportunities open to them and actively encourage personal development that is appropriate and which matches the

individual’s preferred learning style;

• Identify if the learning is essential or desirable to the role/individual or the service;

• Agree or gain agreement to the level of funding if applicable to meet learning and development needs;


• Where applicable, follow the application process described in this policy when applying for part or full funding of education, learning or development activities;

• Ensure all staff are treated fairly, and given equal opportunities to utilise their skills and abilities, and fulfil their potential in ways that are aligned to the trust strategic aims and

objectives;

• Agree with the individual the most appropriate and cost effective way of meeting their development needs;

• Make every effort to ensure that the individual attends any learning event that has been agreed and scheduled; and

• Support individuals before, during and after training or development activities by: clarifying learning objectives; reviewing what was learnt and helping them to put what they have

learnt into practice.

Education Learning and Development Department

The Education Learning and Development Department will:

• Carry out a training needs analysis for mandatory training on an annual basis;

• Process applications for study leave and professional programmes of study;

• Record and monitor the PDP response rate and report to the Board quarterly;

• Record, monitor and evaluate the appraisal processes within the Trust, including sampling of appraisal documentation, according to CONTACT Policy PP37

• Monitor the allocation of funding from the central training budget and other funding sources; and

• Ensure evaluation at individual and, where appropriate, team and organisational level.

Trust Board

The Trust Board, through the Director responsible for HR, is responsible for and committed to

ensuring that all staff learn and develop appropriately to meet the needs of the Trust’s strategic

aims and objectives.

5 Definitions

In defining “learning and development” in the context of this policy we are referring to any learning

activity that is directed towards the development of knowledge, skills, attitudes or personal

effectiveness necessary to improve either clinical or working practice. This will include reference to

CPD and lifelong learning, education, training and development, work based learning, leadership

and management development, occupational/vocational qualifications and functional skills

including literacy, numeracy and IT Skills.

A learning contract in the context of this policy, may be defined as a binding statement of

commitment between the organisation and the individual. The Trust will make a commitment to

provide a level of funding and, where appropriate, paid time away from work, accommodation,


travel and subsistence, to enable the learner to undergo study. The individual will undertake their

study, with certain stipulations around, for example, attendance, submission of assignments and

completion. The Line Manager is also required to sign an expression of support to ensure that the

learner is actively supported to complete their studies.

In relation to the CPD learning contract, funding for training is provided by Health Education North

East (HENE), whilst all other appropriate support is provided by the Trust.

6 Education, training and development

6.1 Identifying learning needs

6.1.1 A Trust wide Training Needs Analysis (TNA) is undertaken by the OD and Training

department to identify training that the Trust views as mandatory for staff and

includes detail of the levels of training required according to staff group. This is a

dynamic process, to take into account the changing needs of the organisation.

6.1.2 Development needs linked to service transformation and improvement must be

identified through the annual service planning process. Consideration should be

given as to how the impact will be evaluated.

6.1.3 All staff must be party to an appraisal process which leads to the identification of

learning and development needs on an individual basis in the form of a Personal

Development Plan (PDP). With the exception of medical staff, the CONTACT

appraisal process, incorporating the Knowledge and Skills Framework, is the main

vehicle for identifying learning needs. Separate arrangements exist for medical and

dental staff.

6.1.4 An individual’s personal development needs may arise from a number of sources,

and are likely to be a combination of these:

• development needed to help the individual achieve their work objectives; • mandatory/statutory requirements (corporate and local); • development for professional/specialist updating; • any additional development needed to meet the individual’s KSF post

outline

6.2 Organisational approach to meeting learning needs

As part of the appraisal process the appraiser and the appraisee will agree, according to the

individual’s preferred learning style, how those learning and development needs identified

in their PDP should best be met.

There are several approaches to consider, which are detailed below.

6.2.1 Literacy, numeracy and essential IT skills

The Trust has made a commitment to improve the functional skills of staff to

ensure that they are able to work safely and effectively in their role, and to enable

them to develop their potential. In-house literacy, numeracy and IT skills sessions

should be accessed.


6.2.2 Work-based learning/on the job development

Identifying good quality on-the-job development opportunities is the primary

approach to be adopted within the organisation. Work-based learning starts with

appropriate local induction and will continue to form a large part of ongoing

learning and development in the workplace. Examples can be seen in Appendix 2.

Work-based learning also includes the Trust’s Apprenticeship Framework, which

offers a range of competency-based vocational training, particularly to Bands 1-4.

6.2.3 Mandatory training

As a minimum all staff must attend the corporate mandatory training day (or

undertake e-learning) plus any additional local mandatory training required in

accordance with the Trust’s Mandatory Training Policy PP25.

The organisation provides sufficient corporate mandatory training days and e-

learning to meet this demand.

An individual’s mandatory training requirements must always feature in the staff

member’s PDP

6.2.4 In-house learning and development opportunities

Where learning needs cannot be met within the immediate work area it is

acknowledged that other forms of structured learning, training or education are

relevant.

In the first instance the appraiser and appraisee will identify how learning needs

can be met in-house via:

• Departmental training, (including knowledge sharing and learning); • Staff Development Prospectus; • Library and information services; • Clinical Skills Centre; • Work-based Learning, who also offer information, advice and guidance • Joint training opportunities eg Public Service Academy (PSA), North East

leadership Academy (NELA); and

• Other Trusts or educational providers eg Gateshead College.

6.2.5 External training

If an individual’s training needs cannot be met by any of the above approaches,

external solutions may be appropriate. The individual and line manager must

identify a relevant event or programme of learning and consider whether it will

meet the individual’s specific learning needs. Once this is established, a study leave

application form must be completed in accordance with the procedure outlined in

Appendix 4.


6.3 Professional programmes of study and further education including diplomas, degrees,

post-graduate qualifications and masters qualifications

6.3.1 The Trust recognises the need for staff to pursue and obtain appropriate

professional qualifications, when relevant to the ongoing development of their

role, delivery of service objectives and development of the profession/ service. This

should be clearly identified in the individual’s Personal Development Plan.

6.3.2 The individual and line manager must identify a relevant programme of study and

consider whether it is essential or desirable to meet both the individual’s specific

learning needs and the needs of the service/organisation. Once this is established,

with the exception of Masters Degree the individual should follow the procedure as

set out in Appendix 3.

6.3.3 Where there are funding implications, see section 6.7

6.3.4 Masters qualifications

Where a Masters Degree is considered appropriate, and where funding is applied

for from the Trust, a separate application process applies. On an annual basis, an

eight week “window” is provided to allow all appropriate staff the opportunity to

apply for partial masters funding, using the application at Appendix 5. This form

should be completed in full and countersigned by the line manager.

A panel will assess these applications, based on impact of the learning on the role

and on service delivery, and funding allocated accordingly.

There is an expectation that any dissertation findings will be shared within the

Trust.

6.4 Evidence of learning and development

All CPD activities should be documented by staff, in order to provide evidence of their

ongoing development and competence to undertake their role. The use of portfolio

documentation for all levels and professions will be encouraged and supported throughout

the organisation. See CONTACT Appraisal Policy PP37 for more detail.

6.5 Sharing learning

There is an expectation that individuals will share what they have learnt, particularly if the

learning event or programme has been external to the organisation. The way in which

learning will be shared is to be agreed between the individual and the line manager and

may include:

• A departmental presentation or briefing; • A presentation at a local Safecare event; • A summary handout of the learning gained and recommendations as to how it

might change and improve practice;

• A presentation for senior managers; and • Dissertation lodged with Library service made accessible to other staff.


6.6 Applying for leave and financial support

When an individual is applying for financial support from the Trust to attend a learning

activity, including travelling expenses, an application for study leave form must be

completed and submitted to the individual’s line manager at least six weeks prior to the

event and to OD and Training at least four weeks before the event. It should be noted that

no retrospective study leave forms will be authorised after the learning event.

Appendix 3 provides a flowchart of the full application process.

6.6.1 Charitable Funds

Charitable Funds may be accessed for certain training expenditure where there is a

direct link to patient care Please refer to Charitable Funds Policy OP07 for eligibility

criteria.Charitable Funds study leave applications must be sent to the Charitable

Funds Finance Team at Bensham Hospital.

Where funding is being approved from Charitable Funds, it is important to

remember that the study leave process outlined in Appendix 3 still applies and final

approval of study leave remains with the Line Manager or designated person.

Appendix 4 provides a matrix indicating the options available for time allowance and

financial support.

Where financial support is not required, eg for in-house training, CPD, the individual should

request leave through the SMART time and attendance system.

From 1 April 2015 all study leave will be approved through the SMART system?

6.7 Funding arrangements

The Trust wishes to support education, training and development wherever possible. It is

essential that the limited resources that are available are spent wisely and appropriately.

6.7.1 Through the study leave process, financial support from the Trust will be

considered for:

• The course fee • A registration fee • An examination fee • Subsistence(including accommodation) • Travel • Excess travelling expenses at the public transport rate/lease car rate • Exemption fee (what is this?)

Travelling expenses at AfC staff is paid at standard mileage rate

Travelling expenses for Medical and Dental staff is still paid at public transport rate.

In certain circumstances, where the Trust invests a substantial amount in an

individual’s personal development, eg a masters degree, leadership qualification,

professional qualification, the organisation will ask the staff member to enter into

a learning agreement before commencement of their study.


6.7.2 Mandatory training

The majority of mandatory training needs are met in house. Where external service

specific or statutory training has to be accessed externally, these will be met in full

by Trust Funds (a combination of central training and divisional funds subject to

agreement and availability of central resources).

Mandatory training costs cannot be met from Charitable Funds.

6.7.3 External training

In the first instance funding for external training will be a call on Business

Unit/divisional budgets and must be considered alongside other service priorities.

The central training budget may offer part support for a small number of essential

applications each year, subject to availability of funds and organisational training

priorities, and to provide support in exceptional circumstances. This will be the

exception rather than the norm. However other expenses should be borne by the

Business Unit/Division

6.7.4 Time to Train

In an instance where an individual wishes to undertake a programme of learning

that is unrelated to their role but may relate to their own career aspirations, the

staff member may wish to apply for ‘Time to Train’. Certain specific criteria apply.

Guidance and application forms are available at Appendices 6 and 7.

6.7.5 In all cases, applications may only be made from one academic year at a time

although the original application should identify clearly the overall length of the

course and funding implications of subsequent years.

6.7.6 Where the individual is required to make a personal contribution, arrangements

can be made for the Trust to pay invoices directly and reclaim via salary deductions

over time.

6.7.7 Examinations

If candidates fail any examinations and wish to re-sit, they should submit a further

study leave application. Depending on individual circumstances, the level of

support for examination expenses may be reduced. Leave with salary only will be

granted for any further attempts at an examination.

Candidates failing any examinations who need to re-take a year of the course of

study must raise and discuss the matter with their responsible manager and the OD

and Staff Development Manager. Further support will be reliant on individual

circumstances.

6.8 Financial recovery

The decision to recover financial assistance will be made by the Director responsible for

Human Resources and will take account of the individual’s personal circumstances, any

mitigating circumstances and whether the training or development is work/job-related.

6.8.1 The Trust will seek to recover financial assistance from individuals who have signed

a learning contract, in the event that:


• The individual abandons the course of study to which payments relate; • There is evidence of a lack of commitment to studies by poor attendance;

Failure to undertake and submit final assessment, assignments or portfolios;

• Candidates fail to present themselves for an examination; • The individual leaves the Trust within two years of undertaking a learning

activity for which they have signed a learning contract (eg Masters)

6.8.2 Those staff who leave the Trust, having received funding for an educational,

learning or development activity from the organisation, and having signed a

learning contract with the Trust, will have their fees and accommodation and

expenses which the Trust has paid for recovered at the following rates:

Timescale How much will

be recovered

Currently studying or up to 12 months following completion of

the learning activity

100%

More than 12 months and less than 18 months

following completion of the learning activity

75%

More than 18 months and less than 2 years 50%

6.8.3 The Director responsible for Human Resources will make a judgement as to

whether the costs be recovered from the Division/Business Unit or from the

individual.

6.8.3 If the individual is to bear the cost, where possible, costs will be recovered from the

employee’s final salary. Where this is not possible, or where there are insufficient

funds to meet the costs, details of the full or remainder of the cost will be passed

onto the finance department to be treated as a debt to the Trust.

6.8.4 The recovery of financial assistance must be initiated by Personnel on receiving

formal notification of a leaver from the line manager. as soon as possible, and

before the individual has left the Trust or when it is first identified that there is an

issue over attendance or non-completion.

7 Training

No formal training is required in relation to this policy. Managers and staff are advised to contact

the OD and Training Department for advice and details of their responsibilities in relation to access

to education, training and development.

8 Equality and diversity

The Trust is committed to ensuring that, as far as is reasonably practicable, the way we treat

members of staff and patients reflects their individual needs and does not discriminate against

individuals or groups on the grounds of any protected characteristic in accordance with the Equality

Act (2010).

This policy aims to promote equality of opportunity and eliminate unlawful discrimination, by

enabling staff to access education, training and development to improve their effectiveness in their

role and their value to the organisation. It adopts a human rights approach and encourages a

positive attitude towards requests for access to learning opportunities.

An equality analysis has been undertaken as part of the development of this policy.


9 Monitoring compliance with the policy

Monitoring and evaluation

To ensure fairness and equality in the way that this Policy is interpreted and applied, the OD &

Training Department will monitor and report on the following by:

• Take up of corporate induction; • Confirmation of local induction; • Take up of mandatory training; • Non-attendance for specific courses/workshops; • Non- attendance by programme by Business Unit/Division; • External training budget take up by Business Unit/Division • A range of relevant protected characteristics.

Monitoring is an active process. It requires the full consideration of the findings to ensure that, at

every stage where decisions are made about individuals, no prejudices influence decisions or no

indirect discrimination exists which will have an adverse impact on particular groups.

Equal opportunities monitoring information will be provided in the OD and Training Year End

Report to ensure fair and equitable application of this policy.

9.1 Evaluation of access to education, training and development will occur through the Trust’s

annual staff survey.

9.2 Applications for ‘Time to Train’ and outcomes, from both employer and members of staff,

will be recorded and kept for a minimum of two years. The OD and Training Department

will provide information on trends across the Trust on an annual basis through their Year

End Report.

Standard/process/issue Monitoring and audit

Method By Committee Frequency

Collate information on trends

in ‘Time to Train’ requests,

agreed and declined across

the Trust

Year End

Report

OD and

Training

HR

Committee

Annual

Equal opportunities

monitoring

Year End

Report

OD and

Training

HR

Committee

Annual

10 Consultation and review

This policy has been reviewed in consultation with the JCC Policy Sub Group.

11 Implementation of policy (including raising awareness)

The Policy will be circulated by the Trust Secretary as detailed in OP27 Policy for the development,

management and authorisation of policies.

12 References

Managing Diversity: People make the difference at work – but everyone is different, CIPD

Equality Act (2010)


13 Associated documentation

Other relevant policies and guidance:

CONTACT Appraisal PP37

Mandatory Training Policy PP25

Induction Policy PP30

Secondment Guidelines

Equal Opportunities in Employment PP14


Appendix 1

Arrangements for Medical and Dental staff

(including Consultants, Clinical Assistants, Staff Grades, Dentists)

1. Definitions

1.1 Study Leave is granted for the purposes of Postgraduate and Continuing Medical and Dental Education approved by the employer and includes study (usually but not necessarily

on a course), or taking examinations.

1.2 Continuing Professional Development (CPD)

As seen by the Royal Colleges, CPD is the extended post basic training clinical and specialist

learning component of wider, career-long process within medicine by which career grade

clinicians;

• keep up to date with their speciality and maintain standards; • keep abreast of developments in other specialities; • recognise the need to abandon old practices and acquire new ones; • maintain personal/professional interest and curiosity; • maintain specialist accreditation as determined by individual Royal Colleges, and • revalidation will be an essential component of appraisal and revalidation.

1.3 Professional Leave or Official Duty as it is sometimes known does not count against study leave entitlement. The categories of leave for professional purposes (official duty) are

show below:

• examining for a University, Royal College etc.; • peer review; • attendance at meetings arranged by Royal Colleges and similar bodies in connection

with postgraduate Medical and Dental Education, e.g. joint committees on higher

training;

• attendance by regional advisers or clinical tutors at national meetings in connection with postgraduate Medical and Dental Education;

• attendance at courses/conferences concerned with subjects of recognised benefit to the NHS. For example, attendance at management courses for consultants;

• occasional informal visits to external centres in the UK to observe/learn a medical technique of agreed benefit/importance to the local service, and

• audit seminars.

Professional leave will normally be limited to a maximum of 10 days in any one year (not

transferable) and will not impact on annualised DCC provision.

On occasions such leave can result in SPA time being displaced. This should be recorded on

the individual’s leave record to ensure that there is no impact on DCC time.

1.4 Rolling Period

Applications for study leave are assessed within a three-year rolling period for career grade

staff. The rolling period commences from the date three years prior to the date of the

study leave requested.


2 Entitlements/recommended standards of leave

Subject to Senior Medical Staff Terms and Conditions of Service, professional or study leave will

normally be granted consistent with maintaining essential services.

2.1 Senior Medical Staff (i.e. Consultants, Associate Specialists, Trust Doctors and Staff Grades).

2.1.1 Leave with Expenses within UK

Staff in career grades may have Professional or Study Leave approved with salary

and expenses, within a maximum of thirty days in a three-year rolling period.

Total Study Leave taken in any one year should not usually exceed 15 days. Time

spent travelling to and from the meeting in question should be specified.

2.1.2 Overseas Study Leave

A grant may be made towards expenses incurred in study leave abroad and will be

assessed as if the meeting had taken place in London. It will not exceed £750

(including travel expenses). Leave for the purposes of such an overseas event will

be regarded as study leave within the terms of the above and the grant towards

expenses will not be made more often than once in any financial year. Staff must

not claim the £750 maximum from the budget and then any additional costs from

Charitable Funds.

2.1.3 Leave without Expenses

Additional to the above 30-day entitlement, leave without expenses of up to ten

days in any year may be granted in exceptional circumstances.

Entitlement for Those Staff in the Training Grades

Staff employed by the Lead Employer Trust should consult their policies.

3 Entitlement for those holding honorary contracts

3.1 Those employed in substantive University posts holding honorary NHS status are entitled to claim study leave and expenses at the same level as that set out for NHS staff in the Terms

and Conditions of Service, provided that the activities for which study leave is claimed are

directly related to their clinical training.

4 Private study leave

Private study leave should be approved when prior to sitting a higher/additional qualification set by

the relevant Royal College. Note: Approvals will not be available for a duplicate qualification i.e. a

second FRCS or MRCP. This does not include specialist qualifications (i.e. MRCOP, MRCOG) and

where possession of the qualification is a pre-requisite to holding and appointment.

Applications for Private Study leave and to sit examination are normally included within the

maximum allowance. Applications in any one year for up to 12 working days (two weeks) leave for

private study, prior to sitting an examination for an additional qualification will usually be approved

within the total entitlements of 30 days in one year. Such applications should be subject to

discussion with the Lead Clinician and the Medical Director concerned.


5 Process to apply for study leave and financial support

The process for study leave, including entitlements is covered in the main body of this Policy.

• Booking Study Leave

Any request for Study Leave from Consultant and SAS Medical Staff must be submitted using the

appropriate application form (examples of the forms are appended for each of reference at the

back of this document) at least six weeks prior to the date of the course/conference. This is

particularly essential if the Trust is required to pay for the course directly and in advance of the

event. The form must then be passed to the relevant Divisional Director/Clinical Lead for

authorisation before it is forwarded to the Education, Learning and Development Manager/Head of

Modernisation for approval.

Any expenses should be claimed using the Trust’s electronic expenses system no later than three

months after the event.

• Approval of Study Leave

All study leave requests must be authorised by the relevant Divisional Director/Clinical Lead.

Requests will only be authorised if it is clear that the service is appropriately covered during the

doctor’s absence.

Divisions will maintain a record of approved study leave for each doctor using the Trust’s

‘Recording of Leave’ spreadsheet or alternatively via the SMART system.

If an application is not approved, the doctor should receive an explanation of the reason for his/her

application being rejected from the relevant Divisional Director/Clinical Lead.

6 Process to apply for professional leave

• Application for Professional leave

This is discretionary and should be agreed with the Divisional Director and Divisional Manager in

writing prior to accepting the invitation, and then registered with the Medical Directors Office.

Any application for Professional Leave should be made using the Trust’s SMART system.

Professional leave will normally be limited to a maximum of 10 days in any one year (not

transferable).

Retrospective applications will not be approved.

• Authorisation of Professional Leave

Applications must be authorised by the relevant Divisional Director/Divisional manager (subject to

Divisional arrangements) via SMART, and will only be approved if the clinical service can be

appropriately covered throughout the absence.

All approved Professional Leave requests should be recorded using the SMART system, or

alternatively the Division’s Record Sheet.


Sabbatical leave and additional professional leave will only be permitted after discussion and

agreement with both Divisional and Medical Director/Chief Executive, following consultation with

Divisional Representatives.


Senior Medical Staff

Application for Study Leave Procedure

Discuss with Consultant/Head of Department.

Applicant to complete form all sections of the Trusts Application for Study Leave Form

Study leave form is forwarded to Clinical Skills Centre at least six weeks prior to the event. Application is checked against study leave entitlement and previous study leave.

Details are recorded by Clinical Skills Team and form is forwarded to Head of Modernisation for approval.

Application is returned to Clinical Skills Centre for processing (within 5 working days in normal circumstances) and details are entered onto individual record and study leave

database.

Travel Co-ordinator contacts individual via e-mail with

travel request form Co-ordinator who contacts individual via e-mail with

Yellow copies are sent to Travel Co-ordinator, and where expenses are to be claimed, the blue copies sent to Payroll/Employee Services at

Bensham Hospital.

If individual books own travel/accommodation they must complete electronic expense claim online

(scan and attach receipts).

Individual is reimbursed.

All completed documentation is passed to applicants Divisional Director/Clinical Lead for authorisation

Applicant receives confirmation of approval of study leave application via top copy of form

Individual attends course/conference

Travel Co-ordinator books any travel and

accommodation requested

Traveller receives confirmation e-mail with travel and accommodation details from “Click” travel contacts individual

via e-mail with travel request form


Junior Medical Staff


Discuss with Educational Supervisor.

Request study leave form from the Clinical Skills Centre

Complete parts 1 and 2 of the form in full

Send the completed study leave form with a copy of the course programme, exam application form etc to the Clinical Skills Centre (study leave must be applied for at least six

weeks prior to the leave requested).

Two copies (white and pink) of the form and the Whitley Council Subsistence Rates will be returned to individual for retention along with waiver correspondence, decline letter etc.

NB There may be comments and conditions applied to the study leave which should be agreed before going on leave.

Attend study leave

Discuss the study leave experience with your Educational Supervisor. Arrange an appropriate opportunity to feedback this experience to your team/peer group.

Complete part 3 of the form in full

Let Employee

Submit completed form to Clinical Skills Centre with claim form and original

receipts.

Trust Employee

Submit completed form to Clinical Skills Centre

Expenses claim to be completed on line

(scan and attach receipts)

Individual is reimbursed.


Appendix 2

Examples of learning and development opportunities

• On the job coaching • Constructive feedback • Team building • Rotation posts • Secondment • Shadowing • Project development and work based assignments • Work based/occupational qualifications such as NVQ • Research projects • Action learning • Open learning and workbooks • Reflective practice • E-learning programmes and use of technology, eg webinars • Formal structure in house training programmes • Facilitated workshop sessions • External programmes and events • Formal educational accredited programmes and learning development frameworks – full time and

modular

• Training posts • Attending meetings; team meetings • Networking professional networks, regional networks • Time limited projects • National initiatives/external bodies • Reciprocal visits, sharing best practice, lessons learnt



Discuss application with Line Manager for approval of

study leave

Study leave

approved by

applicant’s Line

Manager

Yes No

Application moves to next stage for

authorisation of funding

Line manager speaks to the

individual to explain why the study

leave has been rejected

Application passed to relevant

person/department for

authorisation of funding

OD –

Financial

Codes and %

Division /

Business Unit

Financial

Codes and %

Charitable

Funds

Financial

Codes and %

Tier 2

Funding and

%

Funding authorised, YES

Send to OD & Training

YES

OD & T will process application (within 5 working days

in normal circumstances

Blue copy sent to individual for their records

Travel Co-ordinator will contact individual to book

travel and accommodation if required, via email

Traveller receives confirmation of email from “Click”

Travel

NO funding or split funding,

form returned to budget

holder

White copy sent to Supplies

Dept to book course if

required and Supplies confirm

Applicant attends

learning event

Subsistence claims submitted to

Finance on e-expenses system

Applicant completes all sections of study leave form

(booking form if applicable)

NB: This should be completed at least 4 weeks prior to

the event

Appendix 3


Appendix 4

Education, Training and Development

Study leave and financial support matrix

Option One Option Two Option Three

Type of Training Essential to role

or imminent service

development

Not essential to role but

of mutual benefit to

Trust and individual

career development

Unrelated to role or

career development

Time allowance

100% training time met

by Trust

Up to 100% training time

met by Trust, at

managers discretion.

Training time met by

individual through annual

leave, flexible working

arrangements or unpaid

leave.

Financial * allowance

(where applicable)

100% met by the Trust Up to 50% met by Trust,

at budget manager’s

discretion.

100% met by individual.

Examples in practice

Statutory or mandatory

training;

Training essential to role

and to service delivery;

and

Literacy, numeracy,

essential IT skills

Professional/postgraduat

e qualifications;

Masters degrees; and

CPD opportunities

Courses unrelated to role

but of interest to

individual, eg counselling

skills; training

qualification.

* Percentage met by the Trust will normally be from Business Unit/divisional budgets or a

combination of OD and Training Central Budget, Business Unit/divisional budget and/or Charitable

funds. All applications will be subject to availability of funds and organisational training priorities.


Appendix 5

Masters Application form

Applicant Details

Name:

Job Title:

Pay Band:

Dept/Base:

Tel/Bleep: Email:

Course Details

Course Title:

Year:

Course Location:

Course Provider Details:

Estimated Costs:

Course Fee:

Subsistence:

Travel: Other:

Funding Source:

Directorate %:

Charitable Funds %:

Employee %:

Other %:

Are you requesting a contribution from the Central Training Budget?

Yes No

If yes, what %:


Why have you applied to undertake this course of study?

What impact will this have on your current role?

What impact will it have on service delivery?

Is this qualification essential or desirable for your post?

Signatures

Signature:

Date:

Line Manager Signature:

Date:

Line Manager Print Name: Tel/Bleep:

Please forward your completed application and study leave form to: Claire Burkitt, OD & Training Department,

Education Learning and Development Team, Bensham Hospital via email/internal mail


Appendix 6

‘Time to Train’ Guidance for Employees

Are you eligible to apply?

Before you make a statutory ‘Time to Train’ request, you need to make sure that you have the right to

request time off for the training you wish to undertake.

You must:

• Be a Trust employee;

• Have worked for the Trust continuously for at least 26 weeks before you apply; and

• Not have made another ‘Time to Train’ application during the previous 12 months.

What types of training/study can I apply for time off for?

Under ‘Time to Train’ you can request:

• Training leading to a qualification; and

• Training to help you develop skills relevant to your job, your workplace or elsewhere in the Trust.

The most important requirement is that the training you would like will help your effectiveness in your role

and improve the Trust’s service performance.

Payment for time spent training/studying?

You have the right to request unpaid time to undertake training/study. This statutory arrangement does

not include the right to be paid for the time spent training. You will be given the opportunity to discuss

with your manager how you might work flexibly to make up the time spent training or else take annual

leave or unpaid time off to train. This will be at the discretion of your line manager and will depend on the

value of the training to the Trust.

How can I apply?

The Trust’s application form for ‘Time to Train’ is at Appendix 7 of this policy. Your application must be

made using the documentation provided.

For fuller guidance go to www.direct.gov.uk check this out!and search ‘Time to Train’.


Appendix 7

‘Time to Train’ Application Form

Note to employee

Only use this form to request time for training or study leave if you have gone through the Trust’s normal

application channels without the outcome that you wanted.

Please read the guidance notes at Appendix 6 before filling in this form – they will help you to complete it

correctly. Make sure that you complete the form fully, otherwise it may delay your application.

Note to manager

This is a formal application under the Trust’s Education, Training and Development Policy (PP29). This is a

statutory request under section 63D of the Employment Rights Act 1996. You have 28 days after the day

you received this application in which to arrange a meeting with your employee to discuss their request.

You should confirm receipt of this application by returning to the employee a photocopy of the receipt

section at the end of this form.

1. Personal details (please print)

Name: ……………………………………. Employee Number: ……………………………

Job Title: ……………………………..….. Department: …………………………………….

I have been in employment for more than 26 weeks Yes No

Managers Name: ………………………....................................................................................

2. Details of training/study (please print)

Course/qualification title: …………………………………………………………………………..

Course provider/supervision arrangements: …………………………………………………….

Place of training/study: ……………………………………………………………………………

Dates of leave requested: ………………………………….. No of days: ……………………..


3. Benefits of the training/study leave

a) Describe how this training or study leave will make you more effective at work and improve your performance within your role:

b) How do you think the department/Trust will benefit from your training/study?

Continue on a separate sheet if necessary

4. Time to Train

In order to attend this training/study, I would like to discuss:

Paid leave/annual leave

Flexible working arrangements

Unpaid leave

Other (please specify)

5. Financing the training/study

I will meet the costs of the training/study myself

I would like to discuss with you how to meet the training/study costs

The training/study is free

Other (please specify)


6. Confirmation of receipt (To be completed by the manager)

Dear ………………………………………..

I confirm that I have received your request for ‘Time to Train’, I shall be arranging a meeting to

discuss your application within 28 days following this date. You do have a right to be accompanied

at that meeting by a Staff Representative or a fellow member of staff.

Signed: ……………………… Print Name: ………………………………… Date: …………..

Please forward a copy of this completed form to OD and Training for audit purposes.


Appendix 8

‘Time to Train’ Response Form

Note to manager

There is a legal requirement that you write to your employee with your decision within 14 days following

the meeting. Complete this form and send it to the member of staff, with a copy to OD and Training,

Education, Learning and Development.

Dear …………………………………….. Employee Number: …………………………………

Following receipt of your application and our meeting on …………………………… (date), I have considered your

request for ‘Time to Train’.

I am pleased to confirm that I am able to accommodate your request. Details of the arrangement

are outlined below.

I am unable to accommodate your original request, however, I am able to offer an alternative

arrangement which we have discussed and you have agreed would be suitable to you. Details are

outlined below.

I am unable to accommodate your request on the following grounds (see section ………. Reasons for

refusing a ‘Time to Train’ request).

…………………………………………………………………………………………………………

…………………………………………………………………………………………………………

…………………………………………………………………………………………………………

…………………………………………………………………………………………………………

Signed Manager: ………………..… Print Name: ………………………………… Date: …………..

Please forward a copy of this completed form to OD and Training for audit purposes.

Note to Employee

If you wish to appeal against this decision, you must do so within 14 days by submitting a written, dated

appeal to your next level manager, setting out your grounds for appeal.


EDUCATION, LEARNING AND DEVELOPMENT CONTRACT Appendix 9

(CPD CONTRACT)

Section 1: Applicant Details

Forename: Surname:

Date of Birth: Job Title:

Ward/Department: Contact telephone No:

Section 2: Course Details

Course Title:

Module 1.

Module 2.

Module 3.

Module 4.

Module 5

Education Provider:

Section 3: Line Manager’s Expression of Support

I am committed to supporting this candidate to undertake and complete the above programme of study as

it is relevant to both personal development and service provision. I will make every effort to support the

applicant to be released to attend, whilst ensuring that service needs will continue to be met.

I will ensure that the individual understands his/her responsibility to attend, complete and submit all

course/module assessments.

I am aware that any non - attendance/non completion may be subject to a re-charge, as identified in the

HENE CPD Policy. This charge will be levied against the service or the individual depending on the cause

(e.g. cases of urgent domestic distress or certified illness will be exempt from re-charge).

I will ensure that the applicant informs the OD and Training Department and the education provider in a

timely manner if he/she is unable to attend, i.e. due to ill health or other reasons.

Signature of Manager: Date:

PRINT name:

Section 4: Candidate’s Statement of Commitment

I am committed to undertaking the above programme of study and to ensuring that the organisation will

benefit from the impact of my development both during and after the programme of study.

I understand and acknowledge my responsibilities as outlined below:

- I will confirm acceptance of or decline any offer of a place on a module/programme of study by e-mailing the education provider within 3 weeks of receiving the letter, informing my line manager of

start and completion dates or reason for declining.

- I will provide the module start and finish dates and assignment submission date to my manage/education lead as soon as possible so that study leave can be negotiated/planned.


- I must discuss with my line manager any request to cancel or withdraw from this this module/programme of study, following which I will immediately inform the Education Provider of

my intention.

- I understand that following acceptance of a module offer subsequent non-attendance /non-submission of assessments may be subject to a re-charge. This charge will be levied against the

service or myself depending on the cause of the non- attendance (e.g. cases of urgent domestic

distress or certified illness will be exempt from re charge).

- I must complete and submit course/module assessments within the required timescales. - I understand that non-attendance or non- submission of the required course/module assessments,

may affect my entitlement to accessing other CPD modules or internally funded courses in the

future.

- I will inform the OD and Training Dept. and Education Provider if there are any changes to my contact details (including name of employer).

- I will follow up any communication with the OD and Training Dept. and/or Education Provider with an

- e-mail and retain copies in case of future queries. - I accept that if I leave the Trust’s employment during my studies or within two years of my course

completion I may be asked to reimburse the Trust’s contribution in accordance with the Trust’s

Education Training and Development Policy (PP29), Section 6.8 Financial Recovery. (Details of fees

incurred are contained within your study leave application or development programme joining

instructions).

- I understand that I am required to present my dissertation/final project and organisational outcomes to a panel of Senior Managers. (Masters applications only).

Signature of the Applicant: Date:

PRINT name:

Please note that personal data you provide the university and information around your academic

achievements will be disclosed to Health Education North East as education commissioner and to your

employing trust. This will be used to monitor course completions, success and withdrawal rates and to

inform how courses are commissioned in the future. All data is treated as confidential and is held and

transferred securely. If you have any concerns around this, or would like any further information please

contact me at [email protected]

Please return a copy of your completed form to OD and Training before your training starts.


EDUCATION, LEARNING AND DEVELOPMENT CONTRACT Appendix 10

Section 1: Applicant Details

Forename: Surname:

Date of Birth: Job Title:

Ward/Department: Location:

Contact telephone No:

Section 2: Course Details

Course title:

Duration of

course/programme:

Section 3: Line Manager’s Expression of Support

I am committed to supporting this candidate to undertake and complete the above programme of study as

it is relevant to both personal development and service provision. I will make every effort to support the

applicant to be released to attend, whilst ensuring that service needs will continue to be met.

I recognise the importance of taking an active role in his/her development by acting as a coach/mentor and

will ensure that the individual understands his/her responsibility to complete and submit all

course/module assessments and that they are provided with the relevant post course experience to

consolidate their development.

I am aware that any non - attendance/non completion may be subject to a recharge, as identified in the

Trust’s Education, Training and Development Policy PP29. This charge will be levied against the service or

the individual depending on the cause (eg cases of urgent domestic distress or certified illness will be

exempt from re-charge).

I will ensure that the applicant informs the OD and Training department in a timely manner if he/she is

unable to attend, ie due to ill health or other leave.

Signature of Manager: Date:

Print name:

Section 4: Candidate’s Statement of Commitment

I am committed to undertaking the above programme of study and to ensuring that the organisation will

benefit from the impact of my development both during and after the programme of study.

I understand and acknowledge my responsibilities as outlined below:

• I must discuss with my line manager any request to cancel or withdraw from this programme of study, following which I will immediately inform the OD and Training department personally of my

intention.

• I must complete and submit course/module assessments within the required timescales.


• Any non- attendance/non-completion may be subject to a re-charge. This charge will be levied against the service or myself depending on the cause of the non- attendance (eg cases of urgent

domestic distress or certified illness will be exempt from re charge.

• Non-attendance or non- submission of the required course/module assessments, may affect my entitlement to accessing other CPD modules or internally funded courses in the future.

• I will inform the OD and Training department if there are any changes to my contact details (including name of employer);

• I will retain copies of e-mail correspondence in case of future queries.

• I accept that if I leave the Trust’s employment during my studies or within two years of my course completion I may be asked to reimburse the Trust’s contribution in accordance with the Trust’s

Education Training and Development Policy (PP29), Section 6.8 Financial Recovery. (Details of fees

incurred are contained within your study leave application or development programme joining

instructions).

• I understand that I am required to present my dissertation/final project and organisational outcomes to a panel of Senior Managers. (Masters applications only).

Signature of

Applicant:

Date:

Print name:

Please return a copy of your completed form to OD and Training before your training starts

effective from: 24/08/2015 - nhs gateshead · 2018. 11. 19. · education, training and development...

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