Study Leave

The study leave request system (and the reimbursement for associated expenses) is clunky, repetitive, and frustrating. We raise this at every meeting we have. The BMA are aware. There will be unavoidable un-enjoyment when trying to navigate these systems. In our dream world, there is one form; there is trust in doctors to choose things they think are appropriate for professional development; and then the payment for expenses is made the day after the submission of receipts. For the time being, there's this guide.

Study leave is centrally planned by NHS England and rather than the HEE East Midlands Deanery. As a result the School Board have limited powers to change this system.

Comprehensive information on study leave is available on the NHSE website.

The official HEE East Midlands Deanery study leave policy is available here.

The Unofficial (EMGAIT) Study Leave Guide

Study Leave Allocation Per Year

The Study Leave allocation is 30 days total full time equivalent per year

20 of these are pre allocated as "curricular" days (i.e. you can't choose these, they are your regional teaching days etc...)

10 of these are "discretionary" days (i.e. you can do whatever you want on these days, subject to approval by your TPD)

Budget

There is no specific financial study budget limit per trainee. The budget is theoretically unlimited.

Any request >£1000 requires specific approval from the Head of School.

Good news

Your TPDs value you and your professional development. 

They want to accept all requests that you think might benefit you, if they possibly can!

Signs that your request will be accepted and paid for without fuss

It's a course you can show meets a key curriculum requirement on your portfolio

It's on your PDP to attend  the event

You applied >6 weeks in advance

Total cost for the individual request < £1000

It's a conference you're presenting at

eALS/ALS/ALS recertification (this is new as of 2024, it was previously not paid for)

You can go to one course per exam (MCQ/OSCE/Viva = 3 Exams = 3 Courses)

Amber flags, signs that your request may not be so straightforward to approve

Cost > £1000

It's not hosted in the UK (please read from page 14 in the international study leave section of the study leave guide)

Actions: 

If you have any doubts about your request being accepted, your TPDs are here to support you.

Email them first explaining the course and why you think it'll be useful.

Then they will help you to negotiate the study leave policies.

The Details of Actually Applying, The Nitty Gritty:

Try to follow these steps and do the actions in order 

1)  The EMGAIT WhatsApp Groups will be useful if you have any questions. Your Stage rep will be in the chat, as will peers who have solved similar problems. We suggest this is your first port of call with any questions or difficulties.

2) Send your study leave request via your local trust rota system eg. CLWR. This means your local trust can rota you "off" that day.

3) It's important you know that Accent COURSE Manager IS NOT Accent LEAVE Manager.
Courses run through NHS England or EMSAIC are listed on Accent COURSE Manager. (This usually only applies to annual EMSAIC Winter or Summer Scientific Meeting)

4) Open Accent LEAVE Manager

5) Click on this link and log in to download a useful transcript of how to use Accent. You could watch the associated video, but it's recommended to use the transcript because it's easier to skim read. The transcript is actually very useful at explaining Accent.

6) Use the transcript from (5) to fill out your study leave request on Accent Leave Manager. Don't forget to fill our your estimated expenses at the bottom. Tip: don't underestimate your expenses. This is because the "Accent Leave System" can pay you less if everything turns out cheaper on your final receipts, but it can't pay you more if your estimates were too low.

CRITICAL STEP BEFORE SUBMITTING: In the Cover and Authorisation section, there is a free text box called "Comments". You can write unlimited amounts in the box. In this box it is vital you write that this study leave request (course/exam etc) is on your PDP; that you copy and paste relevant key capabilities from your curriculum into this box; and that you explain how the course will help you meet these key capabilities. This helps the TPD who is approving your request say yes!

For curricular activities eg. regional teaching days, the Accent application goes to your trust's rota approver only.

For discretionary activities (everything else), the application will be sent to your TPD after your rota approver. 

7) Study Leave expense reimbursement is processed via your local trust. This will use local systems and require you to re-fill in all the expenses details, and provide evidence of attendance and receipts. Try your stage WhatsApp group to find out who to contact first to start this process in your local hospital. 

8) Complete the forms, and get reimbursed.