Appendix 5

Appendix 5 

PROGRAMME POLICY ON TAKING HOLIDAY LEAVE DURING 

ACADEMIC TEACHING TIME 

Background and purpose of policy

Taking annual leave during teaching time is, as a general principle, not supported and will not normally be authorised by members of the Programme team. The Programme recognises, however, that on occasion, trainees may need to take annual leave during an academic semester. For example, trainees may need to take annual leave that coincides with a religious observance or to fit with commitments involving family/others.

This policy (originally developed by trainees) enables the Programme team to acknowledge and respond to circumstances where trainees would have reasonable requests for taking holiday during teaching time. This policy and the implementation of the system is administered and monitored by trainees. The policy is reviewed on a regular basis and any modifications are agreed at the Programme Training Committee.

General Principles

1. Trainees may take no more than two teaching days as holiday leave during any one academic year.

Leave may not be taken during the following periods:

• Teaching days from September to December of Year 1 including the first teaching block.

• External Examination Board and viva dates

In certain circumstances (e.g., religious observances) this may be negotiable. Any requests for leave during these times should be discussed in the first instance with the clinical tutor.

1. It would be at the discretion of the Programme team to refuse holiday leave during teaching time if the core learning experience was threatened.

2. Trainees have individual responsibility and obligation to contact speakers affected by such leave to explain/apologise for intended absence. If trainees are aware that several people will be off on one date, it would be helpful if the timetable administrator can be made aware of this as far in advance as possible in order that the speaker can be made aware.

3. Trainees have a responsibility to acquaint themselves with any teaching missed (e.g. by discussion with peer(s), reading presentation/handouts, watching recordings and/or looking for relevant material on Blackboard etc.)

4. If a trainee is due to give a case or research presentation, they must arrange to swap this session so that they still have this opportunity.

5. Any holiday leave taken during teaching time should not be taken without prior discussion with an appropriate Programme team member. It should not be assumed by trainees that the granting of such leave is automatic. Rather, trainees should continue to prioritise their teaching experience.

6. In addition to requesting leave during teaching time, the general procedure for gaining approval for annual leave must be followed with approval being sought from the clinical tutor.

Procedure for application

The following procedure must be followed if you wish to apply for leave during teaching time. New procedure:

1. Leave requests must be made via the NHS Employee Online system. The system will show you your annual entitlement along with the breakdown of standard annual leave and bank holiday leave.

2. Alongside the leave request in Employee Online, trainees must also complete the Google form which includes space to upload your supervisors’ approval of your leave along with questions about whether your leave request is for a teaching day and the reason that you need the leave.

3. Annual leave requests will be checked by clinical tutors and you will receive an email from the Employee Online system confirming this.

4.  Annual leave taken without approval will be classed as unauthorised and will be dealt with appropriately.

5. The trainee should contact all speakers who will be teaching on day(s) they will be absent. Trainees should also inform the Programme/Timetable Administrator of their intended absence.

Monitoring and Regulation Process

This policy is reviewed regularly at the Programme Training Committee. In addition, trainee attendance and sickness are routinely monitored in Internal Examination Boards.