Archived Version. Training and Development Manager. Study Leave Policy (Non-Medical Staff)

Transcription

1 Study Leave Policy (Non-Medical Staff) Review Date: January 2007 Review by: Training and Development Manager Study Leave Policy (Non-Medical Staff)

2 Essex Rivers Healthcare Trust encourages staff to pursue relevant education and training opportunities as part of its commitment to the development of staff through the appraisal process and the Agenda for Change Knowledge and Skills Framework. Funding for education, training and development is available from a number of sources including: - central Trust budgets - charitable funds - external funding e.g. Workforce Development Confederation - sponsorship from external companies (only acceptable with advanced approval from the Chief Executive and to the level normally provided by the Trust) - trade unions/professional organisations There is a finite sum of money to support education and training and therefore study leave and expenses cannot be given as a right; they are granted at the discretion of the Trust. As part of the Trust s drive to ensure equity of opportunity to education and training, central monitoring of funding sources and study leave granted will apply, i.e. copies of all applications for development not administered by training and development must be forwarded to the Training and Development Manager. Whilst all employees may be considered for study leave, applications must be carefully studied to ensure that the service and the employee derive maximum benefit from the proposed course of study. External training courses should only be used if it is anticipated that they will improve the quality of the service and meet the needs of the individual. Appraisal is mandatory in Essex Rivers Healthcare NHS Trust and all staff must have access to an annual appraisal. At this time the development needs of the member of staff should be identified and agreed by the member of staff and manager, taking in to consideration the knowledge and skills framework required for the job, any personal development and any development required to improve/deliver the service. Once identified development needs to be recorded on a Personal Development Plan. It is the responsibility of managers to ensure that staff perform at the required level to achieve planned results. Each manager is responsible for: - Annual appraisal of staff and completion of the Personal Development Plan. - The provision of learning opportunities within the working environment. - The identification of ways in which the individual s development needs can be met. If this is not known advice can be sought from either the Training and Development Manager or the Education Development Manager. - Supporting staff after and, where appropriate, during attendance at a particular course. - Monitoring individual attendance. - Covering the service when the employee is on study leave, within resources available. When considering applications for study leave the following factors need to be taken into account: a. The course/conference will benefit the employee and the service in general. b. The cost is reasonable in comparison with the benefits derived from the course/conference.

3 c. The individual has the capacity to benefit from the course. d. Consideration is given to the amount of leave and expenses previously granted to the employee. e. Arrangements for providing cover during the employee s absence can be made. f. Consideration is given to other opportunities available for the employee to update knowledge/skills. It is suggested that the following priority list may help managers when considering study leave application. 1. Statutory requirements 2. Qualifications which are a requirement of the post 3. Special subject courses related to service developments or techniques which apply to the post held 4. Staff development courses which are not mandatory (e.g. management development courses) 5. Conferences attended on behalf of the Trust 6. Conference voluntarily attended by staff 7. Applications for visits overseas (with advanced approval from the Chief Executive) (Please also refer to Agenda for Change Handbook Section 6 Career and Pay Progression ) Full time courses According to the relevance of the course, employees may be granted study leave with or without pay to attend full-time courses on the following conditions:- a. Block release or full-time courses will usually only be approved when no day release facilities are available. However, each case will be considered on its own merits as in some cases block release may be better. b. When a course lasts for more than one academic year, employees will return to duty during the summer vacation unless the manager considers this to be inappropriate. Discretion will be left with the approving officer as appropriate, having regard to the demand of the course, as to whether employees shall be required to return to their place of duty at Christmas and Easter holidays. c. For courses lasting two or three terms, employees return to duty at the end of the course without prejudice to their annual leave entitlement. This does not however exclude the approving officer from agreeing that annual leave entitlement should be taken during the academic holidays if this is appropriate. Day Release Courses Leave will be granted during normal working hours for day release courses. Seminars and Conferences In respect of seminars and conferences, paid leave will be granted and appropriate expenses paid where the subject matter is relevant to the employees job and a significant educational/training element to the event should be demonstrated for this reimbursement. An employee wishing to attend a conference in his/her capacity as a local representative of a society or trade union should approach the society or trade union for payment of fees and expenses incurred. The Trust will consider any

4 application for time-off in the light of the agreement on facilities for trade unions/professional bodies. Financial Assistance When considering financial assistance for any education, training and development activity the complete costing should be considered together as one item for funding purposes e.g. cost of course + any subsistence due. Any development which is mandatory i.e. a requirement of the post, or attendance is requested by the Trust will be fully supported 100% total. All other development activity will be reviewed on an individual basis and considered for support on the basis of 80% Trust funding 20% individual funding. Where development needs essential to the post are agreed with the employer there will not normally be any requirement for the employee to use his or her unpaid personal time. (ref. Agenda for Change Handbook Section 6, 6.12) Subsistence Allowances Please refer to Agenda for Change Handbook Section 18 Subsistence Allowances, Annex L and Annex N. Please note that when considering travel allowance applicable to a development activity the most cost effective method of travel will be the preferred choice. Any overseas travel must be approved in advance of booking by the Chief Executive and all bookings made by the Trust. The exception to this would be any booking arrangements made directly by an external sponsor. Conditions of Leave and Financial Assistance/Expenses Before any development activity is agreed, attendance and performance of the individual at work should be considered. In the following circumstances the Trust reserves the right to claim back in whole or in part the expenses which have been paid in respect of study leave: - Where an employee without good reason fails to sit an examination - Where an employee fails to maintain regular attendance on a course - Where an employee fails to make reasonable efforts to maintain satisfactory progress in his/her studies - Where an employee fails to conclude the course of study - Where the employee fails to remain in the employment of the NHS for a two year period after the development activity Any development activity that is funded 500 or above will require the Trust employee to sign an undertaking (Appendix A) indicating that in the above circumstances he/she will agree to refund the payment of expenses identified by the Trust. (This will apply to both internally and externally funded development activity). Any employee to whom leave with financial assistance has been granted shall not undertake any additional form of paid employment during the period of leave without the written consent of the Trust. Procedure for applying for Education Training and Development Activities

5 1. Where possible, development activity should be identified at the annual appraisal and entered on to a Personal Development Plan for the individual member of staff. 2. The Personal Development Plan is forwarded to the Training and Development Manager for monitoring purposes and to assist in the planning of development activities. 3. Each department should take the development needs of their staff and draw up a training and development plan which will sit alongside the department operational business plan. 4. Each quarter a meeting will be held by the operational sub-committee of the Education Training and Development Group to discuss the training plans for all areas of the hospital and decisions will be made by this group as to what can be supported from the Trust centralised training budget. If a decision cannot be reached by this group, the proposal will be presented to the Education Training and Development Group for discussion and approval. 5. An application form for all agreed education and training activities will need to be completed and sent to the Training and Development Manager with all related paperwork so that the development can be booked. If the development activity is being supported from alternative sources of funding e.g. charitable funds, the form with related paperwork will need to be sent to Finance for payment and a copy sent to the Training and Development Manager for monitoring purposes. The booking of the activity will be made by the department in these cases not the Training and Development Manager. This application form will be made available on the Intranet alongside this policy (Appendix B). 6. Any education and training activity which takes place outside the UK or is being sponsored will require Chief Executive approval in advance of booking. Relevant sections regarding cover arrangements must be signed off by the Divisional Manager. The relevant forms for this will need to be completed and submitted for approval before being forwarded to the Training and Development Manager. 7. If a development activity is identified during the year e.g. conference, this can be presented to the Training and Development Manager for approval outside of the above process by completion of the application form together with related paperwork. 8. The Training and Development Manager will arrange all travel and accommodation requirements and where possible will issue travel warrants prior to the development activity. Any agreed additional expenses will need to be claimed via the Training and Development Manager on a course expenses form after the event. 9. After all development activity, staff will be requested to complete an evaluation form about the attended activity and return to the Training and Development Manager for future reference. These will be used if similar development activity is requested in the future to ascertain effectiveness and value for money. Note It is anticipated that there will be more requests for development than funding available. The Training and Development Manager, with the operational subcommittee will seek other external funding streams available; they will look at alternative delivery methods e.g. e-learning, in-house delivery, to try to enable as many staff as possible to receive the development they require. Mandatory training will need to take priority as non-completion of this may effect the Trust s accreditation in some areas. APPENDIX B Part A ESSEX RIVERS HEALTHCARE NHS TRUST Application for Education, Training and Development Activity

6 Non-Medical Staff To be completed by Line-manager Name of Member of Staff Department Contact Number. Post Held and Grade Title of Course/Event Organising Body Place to be Attended Date of Course/Event Cost of Event Estimated cost of travel arrangements and any other related costs: Travel Expenses Parking Subsistence Other Please state below why this development opportunity is recommended, and how it relates to the business objectives in the area of work (continue overleaf if required).

7 Manager s Name Manager s Signature Date of Application Please complete and send this form to the Training and Development Manager for approval with all relevant paperwork e.g. course/conference details, booking form etc. If this development activity is being paid from alternative sources of funding e.g. charitable funds, please state clearly below and send a copy of this form with all related paperwork to the Finance Department. ************************************************************************************************* Part B Divisional Manager Authorisation Additional Supporting Reasons Leave Arrangements (Please state what arrangements have been made to cover the employee absence, including details of any patient related or business commitments cancelled) Signed Date (Divisional Manager) ************************************************************************************************* Part C Acceptance of Hospitality/Sponsorship Form from Third Party Reason for Acceptance

8 Hospitality/Sponsorship Body. Hospitality Sponsorship Offered Travel / Accommodation / Course Fees / Subsistence (please delete as appropriate) Other Total Cost of Hospitality/Sponsorship Package Request Approved / Request not Approved (please delete as appropriate) Signed (Chief Executive) Date ************************************************************************************************* Part D Overseas Travel Authorisation Please note that individuals will be responsible for making their own insurance arrangements. Request Approved / Request not Approved (please delete as appropriate) Signed (Chief Executive) Date APPENDIX A ESSEX RIVERS HEALTHCARE NHS TRUST

9 UNDERTAKING EDUCATION, TRAINING AND DEVELOPMENT ACTIVITIES COURSE TITLE:... NAME:... I undertake to reimburse the Trust for any expenses paid in respect of the above course, in the event of any of the following circumstances. a. If I fail to take the examination. b. If I fail to attend the course sessions regularly. c. If I fail to make reasonable effort to maintain satisfactory progress with studies. d. If I fail to conclude the course. e. If I fail to remain in the employment of the NHS for a two year period after the development activity has taken place. I also undertake to refrain from any additional paid employment without the written consent of the Trust during the period where study leave has been granted. Signed:... Date:... NOTES -Due consideration will be given to individual circumstances. -Expenses may be claimed in whole or in part as identified by the Trust. -'Reasonable effort' outlined in (d) above will be determined by the student's line manager in conjunction with the course tutor.