Study Leave
- Details
- Information for Specialist registrars
- Study Leave Entitlement
- Funding Study leave costs
- Courses that are funded
- How to apply for study leave
- How to apply for refund of expenses
- Expenses rates
- Locum appointments for service
- Invoices for course/conference fees
- Unpaid leave
- Carry forward of study leave allowance
- Appeals
- Study leave allowances
- Expenses and application forms
- Feedback Form
- Further help and advice
The follow information relates to SpRs
Trainees who are chasing study leave application forms should refer to your Postgraduate Centre were the application has been made to check approval.
The Deanery does not approve applications but are responsible for sending the approval letters.
Due to an increase in study leave applications it may take two working weeks to process the approval letter. Therefore it is not advisable for trainees to contact the Deanery directly as this can delay the process.
The Orange guide states that SpRs are entitled to 30 days study leave to undertake the following:
- attend courses and conferences
- research
- examinations
- visiting other departments.
However this does vary depending on your specialty, due to either one or half day per week allocated for regional training days or research days leaving a reduced amount of study leave days for attendance at courses/conferences.
Activities that benefit the department in which the SpR works, should not be counted as study leave.
The approval of the Postgraduate Dean is required to attend conferences or courses other than those organized for SpRs by the Mersey Deanery.
The Postgraduate Clinical Tutor at each Trust is responsible for managing the devolved study leave budget for SpRs.
All enquiries about funding for courses and conferences should be made to the Postgraduate Clinical Tutor at your Trust.
The STEC has previously listed the conferences that should always and usually be funded.
SpRs use about 5-10 days per year attending conferences. Attendance at other conferences may be indicated depending on the work and interests of the individual SpR.
whilst attendance at management courses and study days is mandatory, SpRs (This should really include StRs as well) are advised to apply for study leave through their local trusts to allow for necessary service planning and recording of study leave undertaken.
Attendance at courses will count towards the 30 days study leave except for general management courses.
The permission of the trainer is required for attendance at all conferences and courses.
Trainees apply to the Postgraduate Clinical Tutor at their Trust on the study leave form.
It is important to obtain the signature of your supervising consultant and give about six weeks notice - a retrospective application may not be accepted.
Please include a clear estimate of any costs and a programme for courses or conferences, if available.
Once approved by the Postgraduate Clinical Tutor, the form is sent to your postgraduate medical education at your lead trust, where study leave is recorded. You will receive an approval letter. If you do not receive an approval letter contact your Trust Postgraduate Centre.
How to apply for refund of expenses
The claim form for expenses, including any receipts, and together with a copy of the Deanery approval letter should be sent to:
Jacqueline Mannheim
Assistant School Administrator
Mersey Deanery
Regatta Place
Summers Road
Brunswick Business Park
Liverpool
L3 4BL
SpR, CTs and STs
The claim form for expenses, including any receipts, and together with a copy of the Deanery approval letter should be sent to:
Expenses Team
Pay & Staff Services
Lower Ground 1
Nightingale House
Whiston Hospital
Prescot
L35 5DR
Enquiries about payment of claims for SpR, CTs and STs should be made to This email address is being protected from spambots. You need JavaScript enabled to view it.
Your claim will not be reimbursed unless a copy of the Deanery approval letter is attached.
All other grades
The claim form for expenses, including any receipts, and together with a copy of the Deanery approval letter is sent to your Postgraduate Clinical Tutor for signature. It is then sent directly to the Payroll Office at your Lead Employing Trust, which processes claims.
Enquiries about claims should be made to your Lead Employing Trust .
Your claim will not be reimbursed unless a copy of the Deanery approval letter is attached.
The Payroll Office comply with the Whitley Council regulations on reclaimable study leave expenses which are:
- Travel
Travel 24p per mile (public transport rate) for travel by car
Actual cost of public transport (with receipts) to a maximum of £240 - subject to review - Accommodation
Maximum of £55 per night (with receipts) - Non-commercial Accommodation: (staying with friends/relatives or in a caravan)
Maximum of £25 per night (no further subsistence to be claimed) - Subsistence:
Maximum of £20 per 24 hours (with receipts)
Locum appointments for service
Study leave applications from doctors in LAS posts, if accepted by a Postgraduate Clinical Tutor, are processed locally.
'THE LONDON DEAL'
Approval for overseas study leave is at the discretion of Postgraduate Clinical Tutors, who may reimburse costs at 'London Deal' rates. This is a local arrangement allowing a grant towards travel costs of (currently) £240 plus accommodation and subsistence at UK rates.
Invoices for course/conference fees
The Deanery is unable to pay invoices directly on behalf of trainees.
Trainees are expected to pay fees and course reimbursement via their payroll. However, certain Postgraduate Clinical Tutors may agree to pay an invoice via the Trusts accounting system, at their discretion.
Trainees on unpaid leave are not usually eligible to apply for financial support towards study leave costs from the Deanery. Any requests for financial support must be made at the time a trainee applies for unpaid leave.
Carry forward of study leave allowance
Trainees may carry forward outstanding study leave allowance from one study leave year to the next, after one year in post.
If a trainee has a complaint about access to study leave, the Postgraduate Clinical Tutor should be approached first . If the complaint is not resolved, the trainee should appeal in writing to the Postgraduate Dean.
The study leave year runs from 1st October to 30th September.
The Training Committee for each specialty advises on the number of study leave days available for courses and conferences.
Expenses and application forms
Please view and print a Study Leave Application Form.
Please view and print a claim form for expenses.
Attached to your Study Leave Application is a study leave feedback form, which you are requested to complete and return with your expenses claim to your Postgraduate Clinical Tutor.
Your assistance in this matter is greatly appreciated, as it will enable the Postgraduate Dean to learn more about various courses/training opportunities around the country and overseas.
If you require further help and advice with regards to studuy leave, please contact your School Administrator.
