LEAVE

Trust Policies

You must adhere to the Trust's leave policies.

Medical annual leave policy found on the intranet here:

https://link.nbt.nhs.uk/Interact/Pages/Content/Document.aspx?id=7210 or as PDF here

Parental leave policy found on the intranet here: https://link.nbt.nhs.uk/Interact/Pages/Content/Document.aspx?id=7166 or as PDF here

Please note that parental leave must be applied for as per the Trust policy, and please notify the on-call rota writers of your intentions as early as possible.

Annual and Study Leave

All leave requests are looked at in the order received so please submit your leave requests well in advance if the dates are important, particularly if during school holidays.

Please plan ahead and aim to spread your AL and SL across the whole time you are at NBT.

You should not take more than 15 days total of AL/SL per 3 month rota block as this makes on call rotas tricky to write and impacts on the ability of your colleagues to take their leave.

Leave can be booked up to 1 year in advance. If you are not yet at NBT, and so unable to access CLW, you can request leave by emailing AnaestheticSecretaries-NBT@nbt.nhs.uk or phoning the department on 0117 414 5114.

Parental Leave

Follow the Trust policy above. Please notify your Educational Supervisor, the College Tutors and the departmental secretaries of the dates between which you intend to take leave (as far as these things can be predicted!)

Booking Leave

All leave once in post is requested online via CLW. This should be done at least 6 weeks in advance. You will receive an email to advise you if it has been approved or rejected.

A maximum of 12 trainees / CESR / Fellows / Specialty Docs can be on leave at any given time (6 from the 1st OC / Obs rotas cohort and 6 from the 2nd / 3rd OC rota cohort). The leave book is closed 6 weeks before publication of the weekly rota. At this time, any vacant leave slots cease to apply and all subsequent leave requests will be at the discretion of the weekly rota coordinators.

Ignore the ‘leave pools’ on CLW as they are misleading and contain all the people who are off the general rota for whatever reason. There is a physical diary in the department with the available slots – just ask the secretaries if you want to have a look at availability.

Wish List

We try and be as flexible and accommodating as possible, so we run a ‘wish list’ for leave.

Any requests that come in after the slots are filled, and all requests after the diary has closed 6 weeks in advance, will go on the wish list. The wish list is run strictly in date order of application and there is no priority for consultants over trainees, although trainess are more likely to have wishes granted on a skill mix basis or because they have already maxed out on solo lists. Sometimes more junior trainees will leapfrog others, also due to skill-mix.

Leave on the wish list may not be approved or denied until 1-2 weeks before the date so if a day is particularly important for you, please do not rely on this. Please try and swap a theatre day in advance with a colleague.

Annual Leave Allocation/ Bank Holidays

On first appointment to NHS: 27 days

After 5 years completed NHS service: 32 days

LTFT: Pro-rata

For a 3-month module, expect 8 days A/L to be taken.

We have an informal agreement that you may carry 2 days leave across theatre / ICU placements, but otherwise leave should be taken pro-rata within these blocks.

Additionally, lieu days granted for bank holidays worked within the last 4 weeks of a placement may be carried over.

FT trainees: If you work a bank holiday, you are entitled to a day off in lieu.

LTFT trainees: Your bank holiday leave allocation is pro-rata, resulting in an allocation or deduction of leave depending on your work pattern.

Study leave allocation

Clinical Fellows: 10 days per annum.

Doctors-in-Training: 30 days of study leave per year (August to August).

Study leave provides the opportunity to gain relevant competencies to the doctor’s level of training as defined by the RCOA Curriculum 2021 and trainees should establish their training requirements with their Educational Supervisor at the beginning of their attachment.

For a course to be funded, it must be recorded in your PDP on the LLP.

Please request Deanery FRCA study days as SL as they are not automatically allocated. This will ensure that you are able to attend the right day for your stage in training, as well as being given the day off to attend.

Trainees are permitted to take a maximum of 5 days discretionary private study leave (per year) before an exam providing it does not compromise the ability to deliver service or the ability of other trainees to take their leave. Please discuss a request for private study leave prior to submitting a request.

Study leave should be evenly distributed throughout the year and not compromise a trainee's ability to gain clinical competence during their current training block. If a doctor in training is not able to attend the courses stated as part of their PDP during their current placement, the College Tutor team will include this objective as part of the handover to the next Trust with explanation as to why PDP objectives were not achieved.

To request study leave on CLW, the following details MUST be completed:

Dates of leave
Type of leave = Study leave
Course name (this is either course name, teaching/training day, or private study leave)
Details – this should include course name (as above), organiser, location, training requirement being met (as D/W Educational supervisor)
You do not need to enter any costings

Claiming for study leave expenses

The study leave request needs to be put on Accent (the new Intrepid). The process is explained in an email sent by PGME at the start of your time at NBT.

Once approved you will be sent a link from the trust’s staff expenses system (SEL) to apply for your reimbursement. These are two separate systems.

Scan in all receipts and certificates and submit to Donna Paddon for approval.

Please note that no expenses can be paid without receipted proof.

If you are paid by UHBW, submit your reimbursement request to StudyLeaveForDIT@uhbw.nhs.uk. They will send you a ‘Study Leave Application and Reimbursement Form’ to complete and return to them.

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