Trust Policy & Procedure Document Ref No: PP (16) 067 STUDY LEAVE POLICY

Transcription

1 Trust Policy & Procedure Document Ref No: PP (16) 067 STUDY LEAVE POLICY For use in: For use by: For use for: Document Owner: Status: All areas of Trust All Staff Study Leave Executive Director of Workforce & Communications Approved Purpose of this Document: To provide guidance to Trust Staff Contents Page Introduction 2 Definition of Study Leave 2 Who can apply for Study Leave 2 Funding and Reimbursement 2 Paid Time Off 4 Open Learning 4 Trainee Commitment 4 Sharing Knowledge 5 Procedure for Application 5 Appeals Procedure 5 Review and Monitoring 5 Appendices Appendix A - Professional and Study Leave Guidance for Nurses, Midwifes and Associated Nursing & Midwifery Support Staff 7 Appendix B - Learning Contract/Training Agreement 10 Appendix C - Application for Study Leave & Funding 11 Source: HR & Communications Status: Approved Page 1 of 12

2 1. INTRODUCTION 1.1 The West Suffolk NHS Foundation Trust is committed to the education, training and development of its staff to assist in achieving the objectives of the organization, and to assist with recruitment and retention. 1.2 The provision of study leave supports this objective by extending the opportunities both for formal learning and development activities. 1.3 It is the responsibility of managers, in conjunction with their staff, to identify and agree appropriate training opportunities and to facilitate the necessary arrangements to allow staff to take advantage of them. The NHS Knowledge and Skills Framework (KSF) will be the main process for identifying development needs for staff under Agenda for Change 2. DEFINITION OF STUDY LEAVE 2.1 Leave required for a training/learning event that will prevent the individual member of staff from undertaking their normal duties. 2.2 Study leave includes: courses, conferences, seminars, workshops and any active learning opportunities arranged either internally or with other organisations. 2.3 It also includes leave required by trade union representatives for training and conferences that are relevant to support them in their role with the Trust. (Please refer to the Trust Policy for time off for trade union duties and activities PP55). 3. WHO CAN APPLY FOR STUDY LEAVE 3.1 All substantive staff may apply for study leave whether they are fulltime, part-time, permanent or fixed term. Approval will be given on the basis of appropriateness and relevance to both the individual and the business needs of the Trust. 3.2 Managers are reminded that the Trust s Equal Opportunities Policy (PP02) is committed to ensuring equality of opportunity for all staff, in line with equal opportunities legislation, including the Part-time Workers Directive. 3.3 Members of staff may not take study leave without their Manager s written approval prior to the leave required. Study leave will also not be granted where a member of staff has failed to complete their Mandatory Training requirements (or has not planned to achieve this). 4. FUNDING AND REIMBURSEMENT 4.1 There are a variety of study leave budgets within the Trust for Medical, Nursing and Non-Nursing staff, and it is essential that the Trust is able to make best use of this resource to achieve its objectives. Source: HR & Communications Status: Approved Page 2 of 12

3 4.2 The level of funding given for each study leave application will be at the discretion of the Manager/budget holder, taking into account the table below. Depending upon the relevance of the course to the service, and the individual, it is possible that the applicant may be asked to make a contribution to the cost. For example, the Trust would fund course fees and the individual is asked to pay for their own travel. Please see below a table at 4.4 outlining the type/level of funding that can be agreed. 4.3 Funding can mean any or all of the following; Course fees Accommodation Travel expenses Funding should be agreed by both parties, in advance of attendance, by completing the attached study leave form (Appendix C) Study leave refers to the time given in support of the learning to be undertaken. Again this should be made explicit and agreed before the learning/training commences. Consistency in decision making around study leave and funding will need to be shown to enable equality of access and nondiscriminatory practice. 4.4 Levels of study leave Level Funding* Study leave* A B C D Mandatory/essential requirement for job role (KSF outline requirement) Development/education agreed as part of personal development plan/appraisal to enhance current role. Development/education agreed as part of personal development plan/appraisal to enhance career development within current profession. Development/education agreed as part of personal development plan/appraisal, but not directly linked specifically to career/job role. 100% 100% 100% Negotiated by the manager with the individual member of staff Negotiated by the manager with the individual member of staff No funding agreed Negotiated by the manager with the individual member of staff Negotiated by the manager with the individual member of staff Source: HR & Communications Status: Approved Page 3 of 12

4 * As agreed on the study leave form, see above for definitions. 4.5 For further guidance on how to apply the above for Nursing, Midwifery and associated support staff please see appendix A. 4.6 Guidance for other staff groups will be added as it is developed. 4.7 Where re-imbursement is agreed for travel and subsistence this will be at the appropriate public transport rate, as stated in the Agenda for Change terms and conditions handbook. 4.8 If an employee does not attend a study day and claims that they have done so then this could be considered as fraud and will be referred to the Local Counter Fraud Specialist for investigation. 5. PAID TIME OFF 5.1 Paid time off and time off in Lieu should be agreed in advance of attendance at educational events, learning/training etc. An employee should not suffer a reduction in earnings as a result of taking study leave. Accordingly, staff will be paid for the time spent on study leave where they would otherwise have been on duty. However, where the study leave is not compulsory the Manager may wish to negotiate a compromise with that member of staff. 5.2 Part-time staff who take part in study leave that exceeds their daily contracted hours, will be paid up to the full-time hours for that day, or, alternatively, it may be agreed that time off in lieu is given. 5.3 It is not the Trust s policy to pay a member of staff for hours spent on study leave that exceeds the average full-time hours, however, in exceptional circumstances this may be considered and, if required, advice can be sought from the Human Resources & Communications Department regarding previous decisions to ensure a level of consistency. The Executive Director of Workforce and Communications will grant final approval. Either time off or payment may be agreed, Eg for full time staff attending weekend courses. 6. OPEN LEARNING/E LEARNING 6.1 Some members of staff may wish to use the open learning method of training/development. Paid time off to support this method will be at the discretion of the Manager and in agreement with the individual prior to the learning event. 6.2 Protected time can also be negotiated, e.g. for online courses or E Learning, and again should be negotiated prior to the course. 6.3 Paid time off for specific workshops and tutorials connected with open learning will be calculated as detailed in Section 5 above. 7. TRAINEE COMMITMENT Source: HR & Communications Status: Approved Page 4 of 12

5 7.1 When study leave is granted for an individual to pursue a professional qualification, e.g. courses such as a Postgraduate Degree/Diploma/MBA, and a significant investment (in excess of 1,000) is required in time and funding, the individual will be required to sign the following undertaking (as per Learning Contract/training Agreement (Appendix B): a) Following completion of the course, the individual will remain working for the Trust for a period of two years, or b) If the individual wishes to leave (i.e. hands in their notice) before this time, they will be required to contribute to the cost of their course/training. c) Staff not completing a course/qualification etc. will be treated in the same way as for those staff leaving the organisation. Consideration however, needs to be taken into account for any extenuating circumstances, i.e. illness or service pressures. d) The Formula to be used for employee contributions is as under noted. 1st Year after Qualifying: 1-6 months - 50% contribution to be paid on leaving 7-12 months - 40% contribution to be paid on leaving 2nd Year after Qualifying 1-6 months - 20% contribution to be paid on leaving 7-12 months - 10% contribution to be paid on leaving 7.2 The Trust is committed to developing staff and ensuring that they have the opportunity to maximise their skills and abilities. However, it is not in the interests of the Trust to invest valuable resources to a significant level that are not subsequently reinvested in the organisation. 8. SHARING KNOWLEDGE 8.1 Staff who attend a training event that is relevant to other members of their team/department should be encouraged to share that knowledge. This may take the form of a written paper, presentation, briefing workshop, and will assist in maximising study leave resources. 9. PROCEDURE FOR APPLICATION 9.1 Staff wishing to apply for study leave should use the procedure agreed as attached. All procedures will require the completion of an application form and written approval from the relevant Manager/budget holder. (Please find attached and example application form appendix C) Source: HR & Communications Status: Approved Page 5 of 12

6 10. APPEALS PROCESS 10.1 Any appeals regarding study leave should follow normal Trust procedures, as outlined in the Grievance Policy PP REVIEW AND MONITORING 11.1 This policy will be reviewed and monitored by the Trusts Education Committee, in consultation with Trust Council. Author(s): Other Contributors: Approvals and Endorsements: Consultation: Issue number: 5 HR and Communications Trade Union representatives Corporate Risk Committee Trust Council File Name: Charlie S: Personnel/Policies/2016/PP(16)067 Study Leave Supercedes: Equality Assessed: Implementation: Monitoring: Other relevant policies/documents and references: Additional Information: Policy Number PP(14)067 Yes Policy will be checked by HR manager and Medical Director. Distribution to all members of staff Published on the intranet Implementation, compliance, and effectiveness of policy will be monitored by Trust Council. 100% of requests for regarding received in the HR Directorate will be handled in line with the policy. None Source: HR & Communications Status: Approved Page 6 of 12

7 (Appendix A) POLICY STATEMENT PROFESSIONAL AND STUDY LEAVE GUIDANCE FOR NURSES, MIDWIVES AND ASSOCIATED NURSING AND MIDWIFERY SUPPORT STAFF West Suffolk NHS Foundation Trust acknowledges that the overall effectiveness of the service it provides to the local community is dependent on a well educated, and skilled workforce. Lifelong learning activities also enable the Trust to prepare for the development of emerging roles and improved interprofessional teamwork. This guidance outlines the process for agreeing access to professional development for nurses, midwives and associated clinical support staff, whether in substantive or temporary employment (full-time, part-time and fixed term). This guidance is supplementary to the overall Trust Study Leave Policy: PP067 that contains the overarching principles of study leave that apply to all Trust staff. EDUCATION AND DEVELOPMENT STUDY LEAVE ALLOCATION Every member of nursing, midwifery and associated support staff must be provided with the opportunity to meet with their immediate line manager or supervisor at least once per year to discuss their development needs and to agree their personal development plan. All study leave agreements should link to this personal development plan, which is reviewed and updated at regular intervals as part of normal supervision. The Trust provides information through a training prospectus of a range of education, training and development opportunities. Continuing education, in-service education & specialist training are part of life long learning. This consists of planned learning experiences that are designed to augment knowledge skills and attitudes in relation to practice, patient/ client care, education, management and research. Education and training opportunities have been defined within the following categories: Statutory required by law/ government recommendation on a yearly basis (level A) Mandatory required in order that staff may meet with national occupational or professional standards/ guidelines, or is necessary to enable the Trust to demonstrate due diligence (level A) Essential a member of staff requires the training in order that they can fulfill the basic requirements of their job role (level A) Specialist a member of staff requires the training in order that they can fulfill the specialist requirements of their job (level A) Desirable supports an individual s professional and/or career development, is not fundamental to them being able to carry out their current job role, but may be necessary for them to develop their practice within a specialty (level B) A core matrix that indicates examples of common statutory, mandatory and essential training is given in Appendix 1. Each clinical area will need to develop the specialist and desirable component of their training matrix and agree this with the Directorate of Nursing. 100% study leave should be granted, through the agreement of the line manager, for attendance on statutory, mandatory and essential training to fulfill an employee s job. 100% study leave should be granted for specialist training if this is a requirement of the job role e.g. if the nurse/ midwife is required to hold a specialist qualification in family planning. 50% study leave should be granted, through the agreement of the line manager, for attendance on desirable professional/ career development that is relevant to the individual s NHS practice e.g. professional diploma/ degree module, conference attendance. Attendance at any training event should be arranged in such a way that this does not compromise clinical care. Source: HR & Communications Status: Approved Page 7 of 12

8 STUDY LEAVE REQUIREMENT The likely statutory, mandatory and essential training leave requirements within clinical areas have been reviewed and it has been identified that the level of study leave necessary to meet this in most cases will be a minimum of 4 days for registered practitioners and 2 days for assistant roles per year. Where any agreed mandatory training or essential/specialist training is part of a programme where the number of study days exceeds the minimum days the additional days should be supported with 100% study leave as defined above. Agreed study leave and funding should be indicated on a signed copy of the personal development plan, which is to be submitted to the Human Resources department. RESPONSIBILITIES It is a mandatory requirement that all nurse, midwives and associated support staff undertake a clinical induction programme, and access statutory/ mandatory training on a yearly basis. Individual professionals need to ensure that they meet the continuing professional requirements of their professional body. The PREP (CPD) study standard for registered nurses and midwives includes; Undertaking at least 5 days (35 hours) of learning activity relevant to their practice during each 3 year period, alongside their annual renewal of registration Maintaining a personal professional profile of learning activities Compliance with any request from the NMC to audit achievement of these requirements. Vocational education is advocated for all staff not holding a professional qualification. Core Training Matrix (Examples) for Nursing and Midwifery Staff & Associated support staff Statutory (yearly) Fire Training Health & Safety Training Information Governance Child protection (These are all contained within the Trust Mandatory study days in some cases delivered by e-learning) Mandatory Diagnostic and therapeutic equipment training Basic life support (resuscitation) Modified Early Warning Scoring (MEWS) Blood Transfusion Moving & handling Infection control Major incident management The subjects above are all contained within the Trust Mandatory study days) Mentorship/assessor update Level 2 Health and Social Care Qualification for assistant roles Essential training Electronic Patient Record Training PAS Accessing Pathology results Specific Diagnostic and therapeutic training relevant to your clinical area Mentorship/ assessor training (This training may be undertaken once only, and then updated as required by an individual practitioner). Source: HR & Communications Status: Approved Page 8 of 12

9 Specialist and desirable Determined by the clinical area Source: HR & Communications Status: Approved Page 9 of 12

10 (Appendix B) Learning Contract / Training Agreement The West Suffolk Hospital NHS Trust is committed to developing staff and ensuring that they have the opportunity to maximise their skills and abilities. However, it is not in the business interests of the Trust to invest valuable resources to a significant level that are not subsequently reinvested in the organisation. Name:... Job Title:... Area/dept.. Date: PROFESSIONAL DEVELOPMENT How does this course / study event relate to your Objectives or Professional Development plan? How will the knowledge/ skill gained be shared within the organisation? To be achieved by: CONTRACT On completion of the above course, I agree to remain working for the West Suffolk Hospital Trust for a period of two years. If, however, I wish to leave before that time, I agree to pay a contribution towards the cost of my training, the percentage of which will be agreed with my Manager and proportionate to the period of work that has not been fulfilled. Formula to be used is contained in the poly at paragraph 7.1 c). Signature Print: Date: Source: HR & Communications Status: Approved Page 10 of 12

11 (Appendix C) Application for Study Leave and Funding Name:.. Job Title:... Area/dept.. Date: Title of Course / Study: Organising Body: Place to be Attended: Level of Study (if applicable): Course Date (s): TOTAL Days: All agreed study/education must be part of an agreed personal development plan. FUNDING Applying for Granted Course Fee (Total) If known Accommodation Travel Expenses Other (specify) Voucher Number (if applicable) STUDY LEAVE No. Applying for Granted Total number of Study Days I confirm that the information contained with this form is true and correct to the best of my knowledge, I understand that if I do not attend a study day that I will be required to work as per my contracted hours for reasons other than sickness. I also understand that if I claim to have attended a study day but am found not to have done so criminal and/or disciplinary may be taken against me by the Trust. Applicant s signature:.. Manager s signature:. Date:. Source: HR & Communications Status: Approved Page 11 of 12

12 Source: HR & Communications Status: Approved Page 12 of 12